Legal Secretary

Helton Law Group, APC; Costa Mesa (CA); Hybrid; USD 52,000 - 68,000; Full time

Job summary

A niche litigation firm in Costa Mesa seeks a Legal Secretary to support their legal team, enhancing efficiency and accuracy. The role involves managing attorney calendars, preparing legal documents, and ensuring communication with clients. Candidates should have over 3 years of experience in litigation and familiarity with legal software, preferably in the healthcare sector. The position requires a hybrid work schedule. Join us to impact our growth while maintaining confidentiality and superior organizational standards.

Qualifications

• 3+ years of experience as a Litigation Secretary.
• Experience with Microsoft Office suite and legal software.
• Experience in Healthcare is preferred.

Responsibilities

• Maintain attorney calendar and schedule important events.
• Prepare documents for hearings and mediations.
• Manage correspondence and interface with clients.
• Manage all correspondence and mail.
• Create and submit shell documents to attorneys.
• Create and manage shell settlement agreements and attachments.
• Prepare documents and binders for meetings, hearings, and mediations.
• Receive and manage client requests and interface with clients as needed.
• Maintain confidentiality of PHI and HIPAA compliance.
• Document Helton DB accurately and thoroughly.

Skills

Organizational skills

Communication skills

Problem-solving

Attention to detail

Education

3+ years of Litigation Secretary experience

Preferred experience in Healthcare

Tools

Microsoft Word

Excel

Outlook

Adobe Acrobat Pro

CompuLaw

HotDocs

Job description

Helton Law Group is a litigation firm located in Costa Mesa, CA and we are looking to increase our legal team due to organic growth within our niche market and hiring for a Legal Secretary. We are a client centered firm, and our employees are dynamic, focused and pro-active, striving for excellence in all we do.

The Legal Secretary is responsible for providing support for legal team to facilitate efficiency and accuracy; ensure files, documents, exhibit preparation, calendar of events are accurate, coordinated and prepared to meet appropriate deadlines. The Legal Secretary provides effective management and support of legal team for client related matters including superior organizational and task-oriented follow-up to ensure full support of the attorneys in anticipation of upcoming legal matters.

ESSENTIAL JOB FUNCTIONS

• Maintain attorney calendar by planning and scheduling conferences, teleconferences, depositions, mediations, and court reporters when necessary
• Record and monitor appearance dates, pleadings and filing requirements
• Interface with courts, clients, case managers and vendors
• Manage all correspondence and mail
• Create and submit shell documents to attorneys
• Create and manage shell settlement agreements and attachments
• Manage the opening requests for mattersContacting the
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• Create exhibit lists and master sets of exhibits
• Monitor file naming conventions in Helton DB
• Close matters and move documents to archive
• Prepare documents and binders for attorneys for use at meetings, hearings, depositions, and mediations
• Create physical file for new matters
• Receive and manage client requests
• Interface as needed for clients and case administrators
• Interface as needed with correspondence and mail
• Maintain accuracy in all work products
• Maintain confidentiality of PHI and be HIPAA compliant
• Document Helton DB accurately and thoroughly
• Play an integral role in teams, and continually offer solution-based ideas to help improve operations and create an environment where we continue to grow and learn

EDUCATION AND EXPERIENCE REQUIRED

• 3+ years of Litigation Secretary experience
• Experience with Microsoft Word, Excel, Outlook, Adobe Acrobat Pro, CompuLaw and HotDocs
• Experience in Healthcare (preferred)

***Candidate must be able to commute to our Costa Mesa office on a hybrid schedule.

Join the team now and you can have direct involvement with our growth and make an impact on how we shape our future and the future of healthcare. Apply now for immediate and confidential consideration.

*The actual base is dependent upon many factors, such as: training, transferable skills, work experience, business needs and market demands. The base pay range is subject to change and may be modified in the future.