Corporate Legal Secretary (Charlotte, FL)

Corporate Legal Secretary

Legal Secretary Job ID 2741 The candidate will responsible for accurate completion of work assigned by multiple timekeepers including preparing correspondence and legal documents (varies by practice area) filing client billing time entry using telephone equipment to answer incoming and placing outgoing calls coordinating meetings and conference room services travel arrangements submitting expense reports calendar maintenance and handling of daily mail. Responsible for maintaining various information lists including client matter identification numbers contact lists and marketing mailing list. Create letters legal documents (vary by practice area) and memos in Word spreadsheets in Excel slide shows in PowerPoint Word styles DeltaView or Change Pro (document comparison software) create and work with tables create table of contents create table of authorities format legal numbered documents thorough use of Spell-check for proofreading content of all documents. Organize and maintain all correspondence and documents using firm Document Managaement system for assigned lawyers paralegals or other timekeepers. In Outlook manage Inbox (creating folders) manage calendar set-up meetings electronically manage contacts work and search in Enterprise Vault and understand and set-up distribution lists. Run critical document checks using DocX Tools to ensure all files have been saved in the software application version currently supported by the firm. Import electronic documents including scanning documents into DM. Enter edit and track daily time in the Firm s time entry application according to required deadline. Coordinate monthly billings using the Firm s paperless pro forma application. Necessitates working with lawyers in reviewing and editing on-line pro formas and working with Accounting in finalizing and submitting client invoices on a timely basis. Accurate and timely preparation of check requests and firmwide expense reports. Possess knowledge of and apply high level of detail for file openings and conflict checks using Metastorm the Firm s online file opening system. Use internal and external search engines including Library resources to provide requested formation relating to clients as requested by attorneys to enhance knowledge base. Assist other secretaries with overflow work and provides backup legal secretary support during vacations leaves of absence etc. Depending on location may provide backup support for reception conference room and office services functions. Welcome clients and provide assistance when needed which may include document revisions faxing copying etc. Coordinate services with assigned Word Processing Center. Coordinate and verify travel arrangements with AmEx process related business expense reimbursements. Schedule meetings book conference room video conference and Webex. Perform other related duties required based upon the unique practice of the lawyer or other timekeeper such as but not limited to Department Head administrative work practice development initiatives and committee project work. Performs other duties and responsibilities as directed by immediate supervisor. The candidate should have High School diploma or its equivalent is required. AA Certificate or four-year Degree is preferred. 5 years of legal secretarial executive secretarial or secretarial administrative assistant experience is needed. Previous experience with Word Elite Webview and LegalKey Hummingbird DM system or comparable software is preferred. Accurate typing at or above 65 wpm is needed. Must be skilled proofreading spelling grammar punctuation and math with proficiency in Outlook Excel and PowerPoint. Ability to operate all office equipment (i.e. telephone system copiers scanner Equitrac) is needed. Must possess working knowledge of the Firm record management system to store and retrieve hard copy documents create labels request folders store and retrieve electronic documents and store and retrieve e-mails.