Legal Secretary

We are seeking a Legal Secretary for a direct hire/permanent role in Columbia, SC.

In this role, you will support the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys, performing complex and specialized secretarial and clerical tasks, and working collaboratively and cooperatively with others in a team-oriented environment. This position supports a set of attorneys as a primary assignment, performs basic receptionist duties, and also provides back-up secretarial assistance to others as assigned. 

POSITION RESPONSIBILITIES

• Performs e-filings, prepares pleadings notebooks, updates indexes and prepares exhibits.
• Maintains and organizes files in an orderly manner.
• Drafts standard pleadings, correspondence, memoranda and other documents.
• Timely reviews and ensures accuracy of vendor invoices; prepares accurate check requests and timely submits invoices for payment to client or accounting.
• Participates in the timely review and submission of prebills and/or client bills.
• Possesses strong clerical skills including typing, transcribing, word processing, mail and contact management, spreadsheets, presentations, and all of the firm’s systems and databases.
• Accurately files court documents both electronically and in document form and able to determine and follow any local or judge specific requirements related to same.
• Consistently provides friendly and helpful telephone support and/or receptionist relief.
• Ensures that mail is sent out of the office, i.e. regular mail, certified mail, or overnight mail.
• Regularly and accurately proofreads all documents to ensure accuracy and completeness prior to distribution or filing.
• Regularly anticipates the needs of assigned attorneys in order to promote timekeeper efficiencies (i.e., drafts correspondence, prepares shell pleading and discovery documents in advance).
• Routinely reviews and follows-up on client deadlines and calendar appointments.
• Coordinates and makes necessary arrangements for meetings (i.e., depositions, mediations, interviews, and vendor and facility reservations).
• Assists assigned attorneys with completing and tracking CLE compliance, presentations and training programs, other business development activities, and organizing all other non-billable activities.
• Accurately prepares and submits client intake forms.
• Follows the standard naming and profiling conventions when scanning, emailing, and saving documents to the document management system.
• Regularly and consistently updates client files, notebooks, and pleading indices.
• Maintains attorney specific case lists, charts, and status of cases and outcomes.
• Consistently updates all applicable contact records (including attorney’s outlook and firm database).
• Timely reviews, follows-up on, and accurately files client-related emails.
• Properly prioritizes work assignments.
• Seeks appropriate assistance (from the office manager or attorneys) when conflicts arise.
• Consistently completes assigned tasks when expected.
• Able to juggle multiple assignments and/or deadlines while maintaining a professional demeanor and timely seeks assistance when needed.
• Willing and capable to offer assistance to others when needed.
• Enters, reviews and revises timesheets accurately.
• Proofreads all documents independently and effectively to ensure accuracy and completeness.
• Develops, implements, and maintains systems to promote organization and efficiency.
• Understands and complies with office policies concerning file management, case lists, filing and recordkeeping.
• Effectively manages and monitors calendaring of deadlines and key dates.

• Ability to proficiently use Microsoft Office (Word, Excel, PowerPoint and Outlook); ability to use phone system, copier, scanner, fax, and printer.  Experience with document management systems, e-filing, and legal time entry a plus.
• Accurate typing at a net speed of 65+ wpm (shorthand/speedwriting a plus).
• Exhibits good judgment and organizational skills to receive, record and disseminate all information on behalf of the clients and assigned attorneys (e.g., mail, interoffice mail, email, etc.)
• Excellent communication skills, both written and verbal; demonstrated understanding of correct grammar, spelling and punctuation.
• Strong time management skills and the ability to work under pressure in a fast-paced environment.
• Ability to coordinate multiple tasks concurrently and to meet deadlines.
• Strong organizational skills, interpersonal skills, and attention to detail.
• Maintains a positive and “can do” attitude when dealing with clients, co-workers, and attorneys.
• Exhibits knowledge of litigation process.
• Possesses knowledge of client-specific billing guidelines and restrictions and consistently applies those guidelines to ensure cost-effective practices.
• Flexible and willing to pitch in wherever needed.
• Takes ownership; gets the job done without the need for prodding or supervision.
• Adapts well to fluctuations in workload and changes in responsibilities.
• Maintains a professional demeanor in high-stress situations.

This direct hire/permanent role will be in Columbia, SC and will pay between $71,000 – $77,000 per year.