ArentFox Schiff is hiring: Legal Secretary in Washington

Overview

Join to apply for the Legal Secretary role at ArentFox Schiff.

At ArentFox Schiff, we know that diverse backgrounds produce different perspectives, richer thinking, and more creative solutions to the challenges our clients face. We hope you share that vision. Join us and take on the challenge of doing meaningful work while helping us build a culture that reflects our dedication to diversity, equity, and inclusion. We base all of our employment decisions on merit and do not discriminate on the basis of any legally protected characteristic.

Job Details

• Job Title: Legal Secretary
• Department: Secretarial Services
• Reports To: Human Resources & Secretarial Services Manager
• FLSA Classification: Non-Exempt
• Location: Washington, DC

Job Summary

The Legal Secretary is responsible for providing administrative and clerical support to a team consisting of attorneys, professionals, and/or paralegals in the Private Clients, Trusts, and Estates practice.

Responsibilities

• Prepare accurate and properly formatted correspondence, memoranda, standard trust and estate documents, and other legal documents from templates, handwritten drafts and transcription software
• Prepare check requests, new case reports, run conflict checks and open new files
• Daily time entry, as directed by individual team members
• Prepare client billing, including review and edit of proformas as directed by billing attorney, copying/scanning and mailing/emailing finalized bills to client and Accounting Department
• Organize, scan, copy, fax, and/or file legal documents in both paper files and in document management system, adhering to firm policy regarding such document filing, as appropriate
• Schedule meetings, conference rooms, catering and coordinate schedules as appropriate for practice(s) of team attorneys, professionals, and/or paralegals
• Facilitate the meeting of deadlines by maintaining multiple calendars/agenda, and provide timely reminders of due dates and upcoming events
• Receive visitors and maintain good public relations with clients and retain confidentiality of attorney-client relationship
• Maintain open communication with attorneys and other team members regarding the status of all work in progress
• Arrange for assistance from administrative staff departments (document processing, photocopy, facsimile, mailroom personnel and accounting) as necessary to complete work assignments
• Answer telephone calls, take notes/messages and redirect calls as appropriate
• Process expense reimbursements and vendor invoices

Other Duties and Responsibilities

• Coverage for secretarial absences and assistance with overflow work within assigned team
• Draft standard correspondence and other documents for approval and use
• Maintain client lists, contact lists and other electronic databases

Minimum Qualifications

• Knowledge/Skills/Abilities:
• Knowledge of and proficiency in current office technology, including MS Office Suite, iManage, Kofax Power PDF Advanced and Adobe Acrobat Professional, Workshare Compare and time and billing software (Elite/3E experience preferred, but not required)
• Ability to type at least 60 wpm with a high degree of accuracy
• Ability to work in a team environment with both attorneys, professionals, paralegals, and other colleagues
• Ability to effectively communicate, both verbally and in writing
• Detail oriented with ability to handle multiple projects simultaneously and meet deadlines
• Flexibility in daily schedule to meet the Firm’s needs during periods of heavy workload or special projects; availability to work scheduled overtime, as needed

Education:

• Minimum high school diploma or equivalent; college degree a plus but not required.

Experience:

• Minimum of 5 years of legal secretarial experience in a PCT&E practice, with at least 3 years of experience supporting billing attorneys.

About ArentFox Schiff

ArentFox Schiff LLP is internationally recognized in core industries where business and the law intersect. With more than 600 lawyers and policy professionals, the firm serves as a destination for an international roster of corporations, governments, private individuals, and trade associations.

Salary Range

The annualized good faith base salary range for this position in Washington, DC is a minimum of $70,000 to a maximum of $105,000 per year. The actual salary offered will depend on factors including experience, education, certifications, and other qualifications.

Equal Opportunity

ArentFox Schiff is committed to equal employment opportunity and diversity in the workplace. We base all employment decisions on merit and maintain a policy of considering all qualified applicants for employment without regard to race, color, religion or creed, sex, gender, sexual orientation, gender identity or expression, age, citizenship status, order of protection status, national origin, ancestry, medical condition, genetic information, marital status, physical or mental disability, parental status, source of income, military or veteran status, or any other basis protected by applicable law. We will consider qualified applicants with criminal histories in a manner consistent with applicable law.

* A job description is a general description of the function and major duties of a job. It is not intended to limit or modify the right of management to direct, assign, and control the work of employees. Accuracy, attention to detail, ability to work effectively in a team environment, and ability to work in an atmosphere of multiple projects and shifting priorities are requirements of all jobs at ArentFox Schiff LLP. Additional job-related qualifications may be specified for some openings. Job descriptions are subject to periodic review.

Working Conditions

The following information provides a general sense of the working conditions and does not constitute a contract. Reasonable accommodation may be made to enable individuals with disabilities to meet these requirements. Travel: N/A; Sitting: Constant; Standing: Occasionally; Walking: Frequently; Reading: Constant; Typing: Frequently; Concentration: Frequently; Oral and Written Communication: Frequently; Reaching: Horizontal and Vertical (Occasionally); Twisting: Occasionally; Repetitive Arm/Hand/Finger Movements: Frequently; Weight: up to 15 lbs.

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