Legal Secretary

Aleshire & Wynder, LLP; Fresno (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

Aleshire & Wynder, LLP seeks an in-office, full-time Senior Legal Secretary to coordinate projects for Partners, Associates and Paralegals and to prepare legal documents and correspondence.

The role involves filing with Federal and State courts, assisting with trial prep, scheduling meetings, arranging travel, and maintaining client files and calendars. Strong familiarity with legal office practices is required.

Qualifications

• Knowledge of legal, secretarial, and general office practices.
• Experience with court filings and calendaring is preferred.
• Strong organization and communication skills.

Responsibilities

• Coordinate projects/assignments for Partners, Associates and Paralegals.
• Prepare legal documents and correspondence.
• Filing documents with Federal and State courts, including Supreme, District, Appellate and Superior.
• Assist with trial preparation, coordinating meetings and conferences, and travel arrangements.

Skills

Legal knowledge

Secretarial skills

Office practices

Job description

Under the direction of the Senior Legal Secretary, coordinate projects/assignments for assigned Partners, Associates and Paralegals. Performing a variety of legal secretarial duties such as preparing legal documents and correspondence, filing documents with all courts (Federal and State; Supreme, District, Appellate and Superior), assisting with trial preparation, coordinating meetings and conferences, assist with travel arrangements and expense reports, maintaining client files, maintaining a calendaring system, and providing secretarial coverage/support for other secretarial desks throughout the Firm. Position requires knowledge of legal, secretarial and general office practices. This is a full time, in office position.

Examples Of Duties And Responsibilities

• Respond to and make inquiries on a variety of matters such as the status of pending cases, administrative and court rules, and appeal procedures
• Produce legal and other work related documents by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics; such as pleadings, briefs, opinions, complaints, administrative decisions, orders, and subpoenas from verbal or written instructions, occasional transcription, shorthand notes, rough drafts, and/or other materials which may be difficult to interpret and/or format
• Proofread and correct prepared materials for correct grammar, spelling, punctuation, format, syntax, and content
• Manage calendaring of relevant dates for appearances and deadlines from all sources for assigned Partners, Associates and Paralegals using the Firm’s calendaring program
• Review legal documents to ensure they are in proper format and contain all necessary portions or related documents & exhibits for court acceptance; file legal documents with proper courts, on time, and serve appropriately
• Prepare and assemble materials, documents, and exhibits for meetings, appearances, hearings, and trials
• Maintain office files, logs, indices, legal references and other information in connection with the work under the assigned Partners, Associates and Paralegals
• Maintain open communication with Senior Legal Secretary on prioritizing, managing and determining desk coverage for day to day tasks as well as planned/unplanned absences
• Maintain compliance with company policies and procedures
• Maintain Secretarial Resource Binder with relevant information pertaining to assigned Partners, Associates and Paralegals including case information
• Take initiative to ask local Attorneys or Manager for work or projects when work is slow
• Perform administrative related duties as assigned by Attorneys, Paralegals, Lead and Manager
• Receive, direct, and screen telephone calls in a professional manner. Perform as phone support for other offices as needed.
• Assist with greeting and directing visitors and scheduling/setting up conference rooms
• Assist with maintaining firm hardcopy and electronic files in accordance with the firm’s established system
• Maintain and manage Attorney calendars
• Assist Partners and Associates in day-to-day activities and complete special projects as assigned
• Arrange domestic travel as needed
• Consistently promote and model courteous service in a prompt and efficient manner
• Maintain positive relationships with internal and external clients through professional honest interaction
• Ensure that reception and conference services are provided in a seamless and positive experience for all visitors, clients, attorneys and staff
• Maintain compliance with all company policies and procedures
• Assist with management of office social events
• Assist with entry of billable time entry and expense entry
• Must communicate in a professional and effective manner with all levels of staff and vendors, clients, members of the public, etc.