Overall Purpose: Provides secretarial support to attorneys in the areas of writing, researching, and other special projects. Maintains positive communications with clients, attorneys, staff, administrative agencies and courts. Observes confidentiality of client matters. Follows policies and procedures of the Firm. Essential Job Duties:
Proactively works with your assigned attorneys to seek out additional work, when necessary
Manages and assists attorneys with document production; prepares and reviews case files
Prepares and revises legal documents, correspondence, memoranda, and e-mails from written form as well as from transcription
Schedules appointments and meetings for attorneys
Manages and maintains calendar for deadlines; ensures important dates are recorded on the master calendar
Drafts simple pleadings and declarations; assists in filing pleadings with OAH and/or the court
Proofreads prepared materials to ensure documents are free from typographical and grammatical errors and formatted according to Firm standards
Assembles documents and exhibits for hearings, mediations, and or other engagements
Reads and sorts incoming mail, and prints e-mails and distributes throughout the day
Maintains client files and chron files
Other Duties:
Arranges for travel for attorneys including hotel, airline and transportation
Interacts with other support departments as needed to coordinate and complete various assignments
Operates personal computer, transcription equipment to produce legal documents, correspondence, memoranda and e-mails, and other office machines such as photocopier, fax machine and postage meter
Performs all other duties as assigned
Qualifications/Requirements:
Must meet California Business & Professional Code §6450 requirements, bachelor’s degree strongly preferred.
Bachelor’s Degree, preferred
Ability to type 60 wpm
Prior paralegal experience in Education or Administrative Law preferred but not required
Knowledge and ability to calendar due dates for due process hearings; i.e. complaints, mediations, and pre-hearing conferences in a timely manner
Knowledge and ability to calendar due dates for court actions, i.e. complaints, responses, discovery, motions, appeals, conferences, etc., in a timely manner.
Knowledge of e-discovery case management
Ability to research and analyze large amounts of data
Ability to type, read, and write in order to proofread and perform initial input and revisions to legal documents, correspondence, memoranda and e-mail
Must have knowledge of MS Office Suite which includes Word, Excel, PowerPoint; and Adobe
Knowledge of document management systems such as iManage
Strong organizational skills with the ability to multi-task and prioritize workflow for multiple attorneys and work effectively under pressure
Exceptional interpersonal skills to timely and effectively communicate and follow instructions from a diverse group of attorneys, clients, staff, administrative agencies and courts in a professional and businesslike manner
Ability to work in a team environment
Courteous and friendly personality; demonstrate sound work ethic
Ability to operate office equipment such as computer, transcription equipment, fax machine and advance functions on photocopiers
Stellar attendance and punctuality
Physical Demand: While performing the duties of this job, the employee will:
Stand/walk frequently during their scheduled shift
Ability to see well enough to read/compose reports and use the computer
Ability to hear well enough to communicate with clients, co-workers and outside vendors
Climb, stoop and kneel, occasionally
Use fine finger manipulation including writing, typing, and using the phone system
Be able to drive to/from outside meetings with clients, attorneys and vendors from time to time
Ability to work more than 40 hours a week
Work Environment: While performing the duties of this job, the employee is regularly exposed to normal office working conditions. The noise level in the work environment is usually moderate.