As a litigation legal secretary in our plaintiff's personal injury firm, you will be responsible for supporting our attorneys as needed. Our office is located in an elegant Class-A office tower near John Wayne Airport. The working environment is very professional, collegial and traditional, in a beautifully decorated office.
Job Duties
1. Manage Information:
—-efile documents in state and federal courts
follow up with correspondence & communications when appropriate and approved
Stamp, scan, upload, and calendar all legal documents served upon the firm and coordinate with attorneys and other staff as appropriate
Monitor status of responses and deadlines and send reminders to the appropriate attorney as needed
Maintain a task management system for the attorneys (to facilitate greater coordination among legal department personnel
Generate weekly reports detailing all deadlines and events, and meet with attorneys regularly to coordinate schedules and calendars
Schedule Court Call appearances, and occasionally engage coverage counsel to handle appearances
Maintain general operating checking account using Quicken and Quick Books
Arrange for court reporters for depositions
Calendar meetings, deadlines, events, and coordinate with other firm personnel
Post job listings for law clerks at local law schools
Monitor all attorney's assignments and deadlines
Monitor law clerks' assignments and deadlines
Make photocopies of documents as needed
Prepare bills for costs on all personal injury cases and for costs and fees to occasional hourly clients
Prepare Judicial Council forms in cases which are of a repetitive nature and file with courts
Transcribe dictated letters and pleadings
Print out attorney-typed pleadings and file with courts and serve copies on clients and opposing counsel
Schedule messenger and process servers
2. Communicate with Others:
Communicate with attorneys and assist with discovery and fact gathering
Communicate with courts, as needed, to obtain copies of court documents (dismissals, orders, etc.)
Answer phones, take message and screen potential new clients, attempt to resolve scheduling and other procedural matters with opposing counsel/staff
3. Travel Arrangements:
Arrange flight, hotel and rental car accommodations as well as restaurant reservations for attorneys for out of town depositions and client meetings
4. Handle Routine Office Functions:
Prepare expense reports for attorneys and track payments related to same
Draft various memoranda and correspondence as assigned
Maintain a legal department filing system for all hard copy files
Maintain a shared drive/electronic filing system for all soft copy files
Maintain adequate supplies (letterhead, envelopes, flash drives, copy paper, etc.) for firm
Maintain hard copy files of client records, invoices and billings and update as needed.
Have basic business math knowledge such as calculating interest and dividing settlement proceeds based on percentages per party to the litigation
Run errands (primarily to local courts and bank)
5. Knowledge, Skills and Abilities
Advanced skill and proficiency with Excel, Word Perfect, Quicken and preferably Quick Books
Excellent written and verbal communication skills
Good time management skills
Ability to handle and use complete discretion in handling highly confidential projects, information and assignments
Ability to work independently and exercise thoughtful judgment and initiative to assess situations as they arise and to determine the proper course of action or response
Ability to think clearly and objectively by using analytical and problem solving skills
Possess computer literacy to quickly learn new software applications
Be a self-starter, self-reliant, and able to set and assert priorities and meet deadlines
Ability to react to changing priorities
Ability to type at least 65wpm
Education and Experience
B.A. or B.S. preferred
bilingual preferred
MINIMUM 5 years legal secretarial experience directly supporting CIVIL LITIGATION attorney(s)
No calls, please. Note: This position does not permit working at home.
