Labor & Employment Legal Secretary

Neal, Gerber & Eisenberg LLP; Chicago (IL); On-site; USD 60,000 - 80,000; Full time

Job summary

Neal, Gerber & Eisenberg LLP seeks a legal secretary to draft, format, proofread and redline legal documents, manage electronic and physical files, and coordinate mail, travel, and meeting logistics. You will support attorneys and paralegals with time entry, billing, and document management systems.

Applicants should have strong MS Office skills, experience with iManage and Intapp, and the ability to work in a fast-paced, deadline-driven environment.

Qualifications

• Must have a high school diploma or GED.
• Proficiency with PC software and office support tools.
• Experience with document management systems and billing processes.

Responsibilities

• Draft, prepare and proofread correspondence, memoranda and other legal documents.
• Format and clean documents; prepare envelopes/labels/forms.
• Maintain attorneys’ emails and calendar; manage meetings and travel arrangements.
• Enter and close attorney time; assist with conflicts and new matters.
• Transcribe dictation and voicemail; support billing and disbursement forms.
• Support with iManage, Intapp, ChromeRiver and ADP data entry and backups.

Skills

Transcription

MS Office

Intapp

Outlook

iManage

Education

High school diploma

Tools

iManage

Intapp

ChromeRiver

ADP

Outlook

Job description

• Draft, prepare and proofread correspondence, memoranda and other legal documents. Make document revisions and redline


• Format and clean documents


• Prepare envelopes/labels/forms


• Maintain and organize attorneys’ and paralegals’ emails. Meet monthly deletion deadline


• Read, sort, circulate and save in iManage incoming mail. Send outgoing mail via fax/FedEx/UPS/USPS/messenger service


• Make travel arrangements for attorneys and paralegals; generate itinerary as requested


• As directed, answer telephone and record messages. Set up conference calls using Zoom, Teams, or other audio technology


• Schedule meetings, reserve conference rooms and equipment, and send calendar invitations via Outlook. Make arrangements for meals for internal and external functions


• File and organize electronic data using the document management system


• Transcribe dictation and voicemail as needed


• Enter and close attorney time via Intapp and adhere to internal and client deadlines


• Following the proper Conflict procedures, assist with opening/closing new clients and matters


• Draft, prepare and send Engagement Letters, Conflict Waiver Letters, Audit Letters and other applicable correspondence


• Maintain attorneys’ contacts via Outlook and Interaction


• Prepare and submit expense reports and disbursement forms in ChromeRiver. Assign billing numbers to client charges and obtain proper backup materials (i.e., W9s)


• Prepare billing (proof proforma, review and edit bills, prepare bills for mailing or electronic submission). Work with assigned Biller as needed


• Communicate regularly with attorneys and paralegals and provide status updates; be aware of deadlines


• Conduct research via Internet and/or NGE Library


• Remain current with firm and industry technology. Complete required annual number of NGE University classes


• Work within the practice group to cooperate and provide back-up to practice group team of secretaries and work within the floor team of secretaries across all practice groups to cooperate and provide back-up to all.


• Daily enter own time correctly into Intapp and ADP


• Perform other duties as assigned by attorneys and paralegals within the firm, Support Services Manager, and/or Human Resources Manager


• Work with administrative support resources (e.g. Docket, Legal Support, Receptionists, Office Services, Accounting and IT)

Principal Duties & Responsibilities

• Draft, prepare and proofread correspondence, memoranda and other legal documents. Make document revisions and redline


• Format and clean documents


• Scan/photocopy/print documents


• Prepare envelopes/labels/forms


• Maintain and organize attorneys’ and paralegals’ emails. Meet monthly deletion deadline


• Read, sort, circulate and save in iManage incoming mail. Send outgoing mail via fax/FedEx/UPS/USPS/messenger service


• Make travel arrangements for attorneys and paralegals; generate itinerary as requested


• As directed, answer telephone and record messages. Set up conference calls using Zoom, Teams, or other audio technology


• Schedule meetings, reserve conference rooms and equipment, and send calendar invitations via Outlook. Make arrangements for meals for internal and external functions


• File and organize electronic data using the document management system


• Transcribe dictation and voicemail as needed


• Enter and close attorney time via Intapp and adhere to internal and client deadlines


• Following the proper Conflict procedures, assist with opening/closing new clients and matters


• Draft, prepare and send Engagement Letters, Conflict Waiver Letters, Audit Letters and other applicable correspondence


• Maintain attorneys’ contacts via Outlook and Interaction


• Prepare and submit expense reports and disbursement forms in ChromeRiver. Assign billing numbers to client charges and obtain proper backup materials (i.e., W9s)


• Prepare billing (proof proforma, review and edit bills, prepare bills for mailing or electronic submission). Work with assigned Biller as needed


• Communicate regularly with attorneys and paralegals and provide status updates; be aware of deadlines


• Conduct research via Internet and/or NGE Library


• Remain current with firm and industry technology. Complete required annual number of NGE University classes


• Work within the practice group to cooperate and provide back-up to practice group team of secretaries and work within the floor team of secretaries across all practice groups to cooperate and provide back-up to all.


• Daily enter own time correctly into Intapp and ADP


• Perform other duties as assigned by attorneys and paralegals within the firm, Support Services Manager, and/or Human Resources Manager


• Work with administrative support resources (e.g. Docket, Legal Support, Receptionists, Office Services, Accounting and IT)

Practice Group Specific Duties

• e-Filing; file documents with the courts and other L&E specific agencies (e.g. NLRB, IDHR, etc.)


• Prepare pleadings and pleading indexes. Download filed pleadings and save in iManage


• Schedule depositions, negotiations, arbitrations and mediations


• Trial prep including extensive research; managing and organizing necessary binders and documents needed for the case; preparing witness binders and exhibits; Bates stamping

Qualifications

• Must have a high school diploma or General Educational Development credential (GED)


• Proficiency with PC operating systems and office support software, including MS Office products


• Knowledge of document management system preferred


• Transcription experience (machine)


• Typing speed of 65+ and transcription experience (machine or shorthand)


• Communicates with courtesy and tact, follow instructions and works with a diverse group of attorneys, secretaries and staff


• Detail-oriented with strong organizational and interpersonal skills; strong prioritizing skills


• Works well within a team; willing to work with other secretaries/attorneys/paralegals in the group


• Displays high level of initiative and accommodation


• Takes ownership of work and is accountable for work produced


• Adheres to confidentiality standards


• Works with minimum supervision


• Must be flexible and dependable


• Willingness to work overtime


• Must display professional business decorum in manner and dress


• Ability to sit for long periods of time


• Ability to stand for a length of time at a photocopier


• Ability to bend, reach, twist, lift and push while sitting or standing

PHYSICAL DEMANDS & WORK ENVIRONMENT:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands and fingers to handle or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. The employee must frequently lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus.

Compensation

The expected salary range for this position is $60,000 - $80,000 per year. Actual pay will be based on experience, education, job-related knowledge, market indicators and internal pay equity. At NGE cash compensation is a starting point and we offer an exceptional Total Rewards Package for our business professionals. To learn more about the NGE Experience, please visit: www. careers.nge.com.