Legal Secretary Job at Mokri Vanis & Jones LLP in Newport Beach

Overview

The Legal Secretary is a critical member of the team who supports attorneys during all phases of the litigation process, from the initiation of a case to the discovery period, trial preparation, trial, and post-trial in their practice by assisting in the preparation service and filing of legal documents, maintaining files and calendar, and performing general administrative/clerical duties. The ideal candidate is organized, accountable, independent, and reliable with a professional demeanor and communicates and interacts well with attorneys, management, and the rest of the legal support team. He/she must have excellent problem-solving, written and verbal communication, and multi-tasking skills.

About the Role:

We represent Mokri Vanis & Jones, LLP in its full range of transaction and litigation services throughout California and Nevada, serving clients from major multinational corporations and financial institutions to family-owned small businesses and private individuals.

What You'll Do

• Prepares documents from written and oral dictation; composes drafts, and revises documents, forms, and other items as required.
• Schedules couriers, notarial services, court reporters, and other special functions as needed.
• Transmits documents to clients, courts, and other agencies via appropriate method of service.
• Opens, reviews, and directs incoming mail.
• Composes, types, and distributes correspondence, including e-mail and faxes, using individual initiative and as assigned.
• Organizes and maintains electronic file system; processes all documents for appropriate filing.
• Answers and screens telephone calls, assisting callers whenever possible without giving legal advice; arranges conference calls.
• Coordinates attorney appointments and due date calendars, ensuring that all dates are communicated with the appropriate party.
• Prepares jury instructions and trial binders; coordinates trial exhibits.
• Arranges and coordinates travel and prepares expense reports.
• Processes client disbursements, expense reports, and timesheets.
• Ensures that billable hours are input into computer system correctly and in a timely manner depending on individual attorney needs/assignment.
• Conducts research as requested utilizing appropriate reference sources.
• Assists in development and implementation of office systems and procedures as needed.
• Assists with special projects as assigned.
• Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing as needed.
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
• Performs other related duties as assigned by management.

About You

• Dedicated, detail-oriented, and customer-service savvy interactions.
• Ability to interact effectively with a wide range of staff throughout the company.
• Aptitude in identifying and resolving issues in file resolution and litigation timeliness.
• Drafting and analytical skills to update and develop new operational procedures.
• Strong familiarity with civil procedure, including understanding motion content and court filings.
• Skill working with and driving attorneys.

Your Qualifications

• Associate's degree (A.A.) or equivalent, three to five years related experience, or equivalent combination of education and experience.
• Excellent verbal and written communication skills.
• Excellent grammatical and spelling skills.
• Proficient on Outlook and Microsoft products.
• Knowledge of court procedures and rules.
• Commitment to excellence and high standards.
• Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
• Strong interpersonal skills.
• Ability to understand and follow written and verbal instructions
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Good judgement with the ability to make timely and sound decisions
• Creative, flexible, and innovative team player
• Ability to work independently and as a member of various teams and committees.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Acute attention to detail.
• Demonstrated ability to plan and organize projects.
• Ability to perform diversified clerical functions and basic accounting procedures.
• Ability to effectively communicate with people at all levels and from various backgrounds.

Mokri Vanis & Jones, LLP provides a full range of transaction and litigation services throughout California and Nevada. We represent a broad spectrum of clients, from major multinational corporations and financial institutions to family-owned small businesses and private individuals.