Varnum LLP is hiring: Naples Legal Secretary in Naples

Overview

Naples Legal Secretary role at Varnum LLP, a Michigan-based, full-service law firm with over 175 attorneys and six offices. This is a full-time, onsite opening supporting multiple practice teams in Naples, Florida. We are seeking a candidate who is organized with keen attention to detail and a superb commitment to client service.

Responsibilities

• Participates on a client-focused team displaying professionalism, excellent communication skills, and exercising personal judgment under the ultimate direction of assigned timekeepers.
• Prepares correspondence, memos, pleadings, briefs, forms and other documents in proper legal form; files legal documents with appropriate attachments, both electronically and via traditional filing methods.
• Transcribes documents from dictation; proofs and edits all documents to ensure accuracy and professional appearance.
• Answers telephone calls in a courteous and professional manner; forwards messages to the intended parties; answers non-legal questions. May place phone calls as needed or requested.
• Receives, reads and routes incoming postal mail.
• Arranges for proper delivery of documents/projects via courier runs or other delivery methods; provides complete information to courier for delivery.
• Maintains calendars and deadline reminder systems for all case-related dates, including appointments, deadlines, and follow-up dates; reviews calendar reports and maintains attorney calendars.
• Enters and proofs time in the billing system; ensures accurate entry of complete information before monthly deadlines as needed.
• Opens new files, performs conflict of interest checks, and maintains client and general files; closes inactive files in a timely manner per policy.
• Schedules depositions, hearings, appointments, and conference calls; prepares necessary documents and copies for meetings.
• Requests checks for filing fees and attorneys' business expense reimbursements.
• Assists with legal assistant work overflow or absence coverage as time permits and as needed.
• Attends staff meetings, training sessions and other required employee meetings.
• Performs general office duties such as copying, typing, scanning, and faxing; maintains confidentiality in all firm and client matters.
• Assists with other firm work as directed by attorney or paralegal.

Qualifications

Education
Completion of high school.

Experience
Two to three years on-the-job experience in a law office or related environment to gain an understanding of policy and procedures and produce accurate legal documents with minimal supervision. 2+ years' experience as a legal assistant or experience in a law firm;Bachelor’s degree in legal studies or related field preferred.

Required Skills/Abilities
Proficient in MS Office Suite and legal document management software with the ability to transcribe legal documents, correspondence, and reports from rough draft or dictation at a level of at least 30 wpm. Excellent grammar, proofreading, transcription, and organizational skills. Strong verbal and written communication. Exceptional organizational and multitasking abilities to meet deadlines. Ability to work independently and as part of a team; professional demeanor and client-service orientation. Occasional hours outside of normally scheduled hours.

Preferred Skills
Knowledge of iManage or other document management systems.