Legal Administrative Assistant
POSITION: Legal Administrative Assistant
Reports directly to Firm Administrator and is responsible for:
- Provide general legal secretarial support to assigned attorney(s), including, but not limited to, transcription and other document preparation in Word, proofreading, copying, scanning, faxing, mailing/shipping, filing, and telephone support.
- Maintain attorney’s calendar.
- Ongoing maintenance of case lists
- Open, sort, scan, and deliver mail.
- Serve as notary public
- Schedule conference rooms for attorneys’ meetings with receptionist. Set up beverages and food as required. Clean conference room after meetings.
- Ensure that attorney(s) have necessary office supplies.
- Back up other secretaries when needed.
- Back up reception desk when needed.
- Provide new file information and file information updates to ensure file opening and proper conflicts checks.
- Organize and close out files. Assist in transfer of files to storage. Assist in document disposal.
- Work with accounting personnel as needed.
- Communicate regularly with coworkers using Outlook email.
- Comply with firm policies and procedures.
- Attend staff meetings.
- Maintain a professional appearance and demeanor at all times. Respond in a courteous and helpful manner to all client and firm concerns.
- Protect confidential information at all times. Adherence to attorney code of ethics.
- Perform other duties as assigned by attorneys or firm administrator.
- AA Degree preferred, or relative experience required
- Ability to consistently sit, reach, grasp and pinch in relationship to tasks associated with clerical duties and answering the phones.
- Ability to consistently do intense visual work with a high level of concentration when proofreading and filing documents, and other detail-oriented tasks.
- Ability to consistently communicate effectively when relying on messages and interacting with clients, attorneys and coworkers.
- Ability to frequently deliver documents, files, mail, messages, etc. to appropriate attorney(s), and departments.
- Ability to occasionally transport materials weighing up to fifty (50) pounds throughout the building.
- Ability to occasionally travel to required locations throughout the city.