Legal Secretary

Hall Booth Smith, P.C; Tampa (FL); On-site; USD 35,000 - 55,000; Full time

Job summary

Hall Booth Smith, P.C. in Tampa, FL is seeking an experienced Legal Administrative Assistant to provide comprehensive support to attorneys. The role requires meticulous document handling, calendar management, filing, billing support, and client communication.

You will assist with hearings, depositions, and various administrative tasks to ensure smooth operations of the firm's legal team. Ideal candidates have strong organizational skills, proficient typing (70 wpm), and a professional demeanor.

Qualifications

• Demonstrated organizational, prioritization, proofreading, and attention to detail to perform duties accurately.
• Strong written and verbal communication with clients and attorneys.
• Ability to handle confidential matters with integrity.

Responsibilities

• Transcribe dictation and format letters, pleadings, and other documents.
• Prepare rough drafts and proofread legal documents before finalizing them.
• File legal documents with courts and copy appropriate parties.
• Ensure adherence to client guidelines for document prep, copying, mailing, etc.
• Open new files, perform conflict checks, draft engagement letters as requested.
• Maintain files, indexes, and tabulations.
• Manage attorney calendars and deadlines for filings and hearings.
• Open and route attorney mail; assist with billing and time entry.

Skills

Organizational skills

Proofreading

Interpersonal communication

Typing 70 wpm

Computer literacy

Education

High school diploma

Job description

Purpose of the Job

Responsible for providing full administrative support services to attorneys while remaining flexible to provide assistance in various critical areas throughout the Firm.

Key Responsibilities

• Transcribe dictation and format letters, pleadings, and other forms.
• Prepare rough drafts and proofread legal documents before finalizing them.
• Properly file legal documents with the courts and copy appropriate parties.
• Ensure exact compliance with client guidelines relating to document preparation, copying, mailing, and other client requirements.
• Open new files, perform conflict checks, and, at attorney request, draft acknowledgment or engagement letters to clients.
• Continuously maintain file content, indexes, and tabulations.
• Maintain accurate computer records and other sources of client and case information.
• Close files and prepare them for storage.
• Prepare files, or assist paralegals in preparing files, for upcoming hearings and depositions.
• Enter attorney billable time on a regular basis, proofread entries, and balance time records.
• Maintain attorney calendars by denoting due dates for answers, depositions, pleadings, hearings, trials, and related events.
• Open, manage, or route attorney mail to appropriate counsel.
• Review and confirm client bills and other invoices and forward them for payment on a regular and consistent basis in accordance with client guidelines.
• Copy and mail letters, documents, and packages to various parties via Certified Mail, Registered USPS, FedEx, courier service, or other appropriate delivery methods.
• Answer and screen calls for attorneys, communicating with professionalism, respectfulness, and tact.
• Schedule depositions as necessary.
• Perform receptionist duties as needed.
• Participate as a member of one or more strategic planning committees.
• Mentor and train new employees in the position.
• Remain flexible and open to requests for support or assistance outside the scope of this job description and perform other duties as directed by the Management team.

Required Qualifications

Education

• High school diploma or general education degree, or an equivalent level of spelling, diction, and grammatical ability normally acquired through successful completion of that education.

Experience

• Knowledge of various court rules and filing requirements.
• Knowledge of the format of various legal documents including, but not limited to, Requests for Reproduction of Documents, Responses to Interrogatories, Notice of Representation, Rule 200, Certificates of Service, Motions, and other pleadings.
• Broad knowledge of legal, medical, and other terminology as it relates to the applicable practice area or areas.

Skills

• Demonstrated organizational, prioritization, proofreading, and attention to detail skills to allow for timely, effective, and accurate performance of job duties with little or no outside assistance.
• Ability to demonstrate impeccable integrity in confidential matters.
• Interpersonal skills necessary to communicate with a diverse group of attorneys, staff, and clients and to provide or obtain information with ordinary courtesy, diplomacy, and tact.
• Accurate typing ability of 70 words per minute.
• Comprehensive computer and office equipment experience.

Physical Requirements

• Work requires sitting, bending, stooping, computer keyboarding, continuous use of hands, telephone contact, and reading.
• Work may require lifting 25 to 50 pounds or more.
• Work may require traveling to offsite locations for collection of materials or filing of documents; therefore, work may require driving.

Performance Measures

Goals

• Timely and accurate preparation, proofreading, and filing of legal documents.
• Accurate maintenance of attorney calendars, client matter records, and billing support activities.
• Consistent compliance with client guidelines and court filing requirements.
• Reliable coordination of mailings, depositions, calls, file preparation, and general administrative support.

Competencies

• Organization and attention to detail.
• Proofreading accuracy and document quality.
• Professional communication and client service.
• Confidentiality and integrity.
• Flexibility, dependability, and teamwork.

Working Conditions

• Professional office environment within a large law firm.
• Work occasionally requires more than 40 hours per week to perform the essential duties of the position.
• Work may include offsite travel for collection of materials or filing of documents and may involve frequent interaction with attorneys, staff, clients, courts, and outside parties.