Under limited supervision, uses specialized knowledge and skills obtained through experience and/or formal training to provide general secretarial and administrative support to the legal department. Follows established procedures to perform routine tasks and receives general guidance and direction to perform other work with substantial variety and complexity requiring some decision making responsibility. Originality and ingenuity are required to locate, select and apply appropriate procedures, processes and techniques to assignments that may be broad in nature. Resolves most questions and problems and recommends solutions to new or unusual situations. May serve as a resource to others in resolving problems and issues. Extensive contact with internal and external customers is required to identify, research and resolve problems.
Essential Duties and Responsibilities:
May lead the work of others and provide training in the functions of a legal secretary.
Coach and mentor other legal secretaries.
Maintain court calendar and schedule court events with multiple entities.
Prepare basic pre-hearing pleadings, extensions, subpoenas and other documents.
Transcribe dictation and prepare legal documents, letters and reports.
Coordinate meetings, appointments and travel arrangements.
Respond to inquiries of a routine or standard nature.
Prepare trial exhibits and assist in coordinating files for litigation at trial.
Prepare written and oral presentations.
Provide general office support, including greeting visitors; opening, screening, and distributing mail; and answering and screening telephone calls.
Maintain currency in the best practices of legal secretaries.
Operate standard office equipment and uses required software applications.
Coordinate legal support with outside vendors as needed.
Process invoices for payment
Enter attorney time in case management system.
Act as a liaison with outside counsel
Perform other duties and responsibilities as assigned.
Knowledge, Skills, and Abilities:
Advanced concepts, practices and procedures required of a legal secretary.
Fundamental investment concepts, practices and procedures used in the securities industry.
Principles of banking and finance and securities industry operations.
Financial markets and products.
Transcribing dictation and preparing legal documents, letters and reports.
Preparing trial exhibits.
Gathering, maintaining and organizing information and a large volume of documents.
Maintaining a case management system.
Maintaining court calendars and schedules.
Preparing written and oral presentations.
Greeting and directing visitors.
Accepting, screening and routing telephone calls.
Sorting, screening and distributing mail.
Establishing and maintaining files, records and other legal documents.
Coordinating meetings, appointments and travel arrangements.
Operating standard office equipment and using required software applications.
Lead the work of others and provide training.
Mentor and coach others.
Maintain professional discretion and confidentiality.
Maintain currency in best practices required of legal secretaries.
Attend to detail while maintaining a big picture orientation.
Read, comprehend and apply legal information.
Manage multiple tasks with changing priorities to meet deadlines in a fast paced environment with frequent interruptions.
Communicate effectively, both orally and in writing.
Work independently as well as collaboratively within a team environment.
Lead others in providing a high level of customer service
Establish and maintain effective working relationships at all levels of the organization.
Educational/Previous Experience Requirements:
High School diploma and five (5) years experience as a legal secretary in a law practice associated with
the financial services industry.
An equivalent combination of education, training or experience.