Legal Secretary (Reserve)
Thompson Coe is seeking a full-time Legal (Litigation) Secretary to provide desk coverage and overflow assistance for various desks in our Austin, TX office. Qualified candidates will have the following knowledge, skills and abilities:
Essential Duties and Responsibilities:
- Advanced knowledge utilizing Microsoft Word, Excel, PowerPoint, Adobe Acrobat, Outlook, Electronic Case Filing, Time Entry software, and other 3rd party software utilized by the Firm. Prepare/revise complex documents using advanced word processing features including styles, section formatting, merge, tables, redlining, cross referencing, table of contents, table of authorities, etc.
- Demonstrate computer proficiency by handling a variety of computer related tasks on a daily basis as part of the job function.
- Attend in-house training sessions on computer software as updates occur and need arises.
- Ensure timely completion of assignments.
- Interact congenially with clients, attorneys, non-attorney staff, and other representatives in and outside of the Firm.
- Ability to handle pressure, extended hours when and if needed, interruptions, and multiple projects with frequently changing priorities in an efficient manner, rapid turnaround as required, and generally perform in a fast-paced, high-tech environment.
- Provide assistance to others in the Firm as workload permits.
- Self-starter with the ability to work independently, possess a willingness to help others and has above average customer service skills.
- Proficient in all areas of law and software in order to work in any section in the Firm; ability to adjust to multiple tasks from multiple individuals in the Firm.
- Perform work honestly, ethically and safely.
- Maintain a good attendance record. Is punctual and prepared to perform duties upon arrival.
- Adhere to Firm policies and procedures as outlined in the Firm Handbooks.
- Dress professionally.
- Maintain positive and respectful attitude.
When Assigned Secretarial Desk Coverage The Following Shall Apply:
- Prepares correspondence, memoranda, legal documents and material for a general nature from written and oral drafts; drafts standard correspondence and other documents.
- Create various legal documents for filings and/or closings as required. Prepare notebooks, exhibits, and other documentation as assigned.
- Transcribe dictation via tapes, input of handwritten copy and telephone dictation when necessary. Extensive knowledge and use of legal terminology and court and agency formatting, or other formatting, as required.
- Proofread documents for grammar, punctuation, syntax and formatting consistency.
- Fax, copy, and respond to emails as necessary.
- Read, sort and date incoming mail. Follow section guidelines pertaining to mail. Ensure outgoing mail is timely delivered. If necessary, route mail to specific delivery service and follow up on timely delivery. Route publications and review if required by supervisor.
- Receive, process, and/or transfer telephone calls and messages from clients, co-counsel and other personnel in a prompt and courteous manner. Access both voice mail and email as needed.
- Establish and maintain calendar and deadline reminder systems. Manage calendar and assist in meeting deadlines. Apprise supervisor(s) of responsibilities in advance of commitment.
- Open new client/matter files, request conflict checks, and maintain all client and general files. Conduct periodic review for possible storage or destruction of older files. Prepare files to be closed. Maintain files in an efficient and effective manner.
- Handle billing process, time entry and billing memos under the guidance of the attorney, as appropriate. Ensure timekeepers time entry is closed in a timely manner.
- Receive clients and visitors. Maintain good public relations with clients. Observe confidentiality of attorney/client relationship. Prepare materials for client meetings, update client contact lists, interface with client questions.
- Handle check requests, travel expenses and travel arrangements. Travel arrangements include airline, car and hotel reservations.
- Preparation of materials for publication or speaking engagements.
- Research and legal assistant duties as required. Uses the Internet for research and general information as well as web-based programs, as necessary.
- Communicate regularly with supervisors about department issues.
Knowledge, Skills and Abilities Required:
- Approximately three to five years on the job experience is necessary in order to gain an understanding of law office policies and procedures and produce accurate legal documents with minimal supervision.
- Ability to prepare complex, properly formatted documents.
- Ability to transcribe legal documents, correspondence and reports from rough draft or dictation at a level of not less than 70 wpm.
- Ability to read and write in order to write routine reports and correspondence; proof and perform minor editing (e.g., punctuation, grammar, spelling) of routine law office correspondence and legal case matters. Attention to detail.
- Ability to interpret documents such as safety rules, operating and maintenance instructions and policy and procedure manuals.
- Interpersonal skills necessary in order to communicate efficiently and effectively in person, by email, and telephone to provide information with ordinary courtesy and tact; follow instructions, both written and oral, effectively from a diverse group of clients, attorneys and staff, to provide information with ordinary courtesy and tact.
- Ability to handle pressure, extended hours as needed, interruptions, and multiple projects with frequently changing priorities in an efficient manner, rapid turnaround as required, and generally perform in a fast-paced, high-tech environment.
- Handle overflow work from other staff.
- Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
- Ability to define problems, collect data, establish facts, and draw valid conclusions.
- Displays excellent organizational skills.
- Friendly and professional demeanor.
- Work occasionally requires a high level of mental effort and strain while producing a high volume of information while performing other essential duties.
- Work occasionally requires more than 40 hours per week to perform the essential duties of the position; may require irregular hours.
Associate's degree or equivalent from two-Year College or technical school; Bachelor's degree from four-year College or university; or three to five years related experience and/or training; or equivalent combination of education and experience.