Legal Secretary Job at Hall Booth Smith, P.C. in Tifton

Overview

Legal Secretary role at Hall Booth Smith, P.C. provides full administrative support services to attorneys while remaining flexible to provide assistance in various critical areas throughout the Firm.

Responsibilities

• Transcribes dictation and formats letters, pleadings, and other forms.
• Prepares rough drafts, proofreads before finalizing legal documents.
• Copies and mails all letters, documents, and packages to various parties via Certified, Registered USPS, FedEx, or courier service.
• Properly file legal documents with the Courts and cc/bcc appropriate parties.
• Ensure exact compliance with client guidelines relating to preparation and mailing of cc/bcc, copying of documents, and other client requirements.
• Open new file, perform conflict checks, and, at attorneys’ request, draft acknowledgment or engagement letter to client.
• Continuously maintains file content, indexes, and tabulations.
• Maintain accurate computer cards and other sources of client/case information.
• Enter attorney billable time on a regular basis, proofread, and balance.
• Maintain attorney calendar by denoting due dates for answers, depositions and other pleadings, hearings, trial calendars, etc.
• Open and manage or route attorney mail to appropriate counsel.
• Review and confirm all client bills and other invoices and forward for payment in accordance with client guidelines.
• Close and prepare files for storage.
• Prepare files or assist paralegals in preparing files for upcoming hearings and depositions.
• Answer and screen calls for attorneys, communicating with professionalism, respectfulness and tact.
• Schedule depositions as necessary.
• Participate as a member of one or more strategic planning committees.
• Mentor and train new employees in the position.
• Perform receptionist duties and remain flexible to requests for support outside of the scope of this job description and to other duties as directed by Management.

Knowledge, Skills, and Abilities

• Knowledge of various court rules and filing requirements.
• Knowledge of the format of various legal documents including, but not limited to, Requests for Reproduction of Documents, Responses to Interrogatories, Notice of Represent, Rule 200, Certificates of Service, Motions and other pleadings.
• Broad knowledge of terminology (legal, medical, other) as it relates to the particular practice area(s).
• Spelling, diction, and grammatical skills at or above a high school/general education level.
• Organizational, prioritization, proofreading, and attention to detail to perform duties timely and accurately with little outside assistance.
• Impeccable integrity in confidential matters.
• Interpersonal skills to communicate with a diverse group of attorneys, staff, and clients with courtesy, diplomacy, and tact.
• Typing ability of 70 WPM and comprehensive computer/office equipment experience.
• Ability to work more than 40 hours per week as needed.
• Physical requirements: sitting, bending, stooping, keyboard use, telephone, reading; may require lifting 25–50 lbs and occasional travel.
• Substitution of experience for education or vice versa may be allowed under certain circumstances.

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Legal

Industries

• Law Practice

Note: This description consolidates the essential content and responsibilities of the role and is not exhaustive of all duties. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.