Experience: 3-5 years
Location: Chicago Loop
E-mail: nsolava@anesilaw.com
Legal Secretary
Position Summary
The Legal Secretary performs broad range of secretarial, administrative, and clerical support duties for one or more attorneys. Organizes and maintains all files, calendars/scheduling, and other correspondence relating to litigation and administrative matters under direct supervision of attorneys.
Essential Duties and Responsibilities
The essential functions include, but are not limited to the following:
Preparing, proofreading, and processing legal documents and papers, such as summons, subpoenas, complaints, appeals, motions, and pretrial agreements
Mailing, faxing, scanning, or arranging for delivery of legal correspondence to clients, witnesses, attorneys, adjusters, and court officials
Receiving and placing telephone calls; scheduling and making appointments
Transcribing attorney dictation via Phillips software
Assisting with office administrative duties by making photocopies of correspondences, documents, and other printed matters (filing documents & rearranging cabinets)
Filing court documents in Federal Court / E-Filing and responsible for checking status of service of court filing
Docketing in Perfect Law & Outlook365 To-Do's and Discovery cut off dates
Preparing, filing, and sending Interrogatories to client to answer them along with 201(k) to defendant's attorney
Provide written status update to Deposition Clerk to confirm or cancel depositions
Updating service list of all files when new information found and sending it to appropriate staff member to update case matter
Handling check(s) for distribution with POA's and distribution letter
Paying vendors for medical records, mediation fees, court reporters, etc., with attorney approval
Organizing and maintaining client file folder and document management software
Handling file closing
Back up as a paralegal
Performing other work-related duties as assigned
Minimum Qualifications (Knowledge, Skills, and Abilities)
High School Diploma or equivalent required; Associates Degree or Legal Secretary Certificate preferred
Minimum of three to five years of relevant work experience in the legal field; equivalent combination of education and/or experience considered
Knowledge of legal terminology and legal document management (e.g., briefs, summonses, complaints, motions, pleadings and discovery)
Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political processes
Knowledge of federal and state court rules and e-filing procedures
Familiarity with litigation management software systems preferred
Knowledge of principles and processes for providing customer and personal services
Effective oral and written communication skills with knowledge of correct grammar, spelling, and punctuation usage
Proficient in Microsoft Office applications such as Word, Excel and Power Point; ability to operate basic office equipment such as a copy machine, fax machine, printer, scanner, and computer; proficient with internet research
Accurate typing skills with the ability to type 60 WPM
Previous calendaring experience
Ability to multi-task and manage time effectively
Excellent organizational skills with an eye for details
Ability to be flexible to adapt and act quickly when urgent matters require it
Ability to work and maintain patience with diversified individuals of various ethnic backgrounds and professional competencies
Ability to maintain confidentiality
Physical Demands and Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.
Send resumes to nsolava@anesilaw.com.
