Litigation Secretary

Job description
This position performs a variety of administrative support duties and delivers high-quality services to clients, exhibiting commitment to integrity and excellence. The position requires thorough knowledge of all firm and practice specific administrative processes and procedures, information technology systems, research tools and a broad-based understanding of the clients, matters and associated practices. The scope of responsibilities includes prioritizing, managing and following through on multiple projects, and communicating effectively, courteously and professionally with clients, attorneys, staff and peers.

Duties:
• The coordination or management of email, calendars, contact information, tasks or similar communication activities utilizing systems such as Outlook or manual systems. Processes associated with the coordination or management of phone calls, emails, voice mail messages or conference calls.
• Drafting, revising, proofreading or transcribing documents, presentations or correspondence.
• Initial drafting of documents from handwritten notes, annotated hard copies, discussions, etc.
• Proofreading of documents for grammatical, spelling and format errors.
• Editing documents from handwritten notes, annotated hard copy, transcription, etc. Includes comparisons, conversions, merges, creation of tables of contents/authorities, etc.
• Court services including filing, requesting transcripts and litigation searching.
• Company or business name searching and registration (e.g., filing documents, forms, charges, provisional charges).
• Identifying attendees, inviting/scheduling attendees, meeting RSVP tracking, menu planning and caterer selection, identification of support services needed and equipment required.

Requirements:
• Work in the office 5 days a week
• Adapt to change (expected and unexpected) and balance competing demands in a fast-paced environment.
• Work in collaboration within a group to ensure that clients are satisfied; includes the desire to understand client concerns and build trust.
• Monitors, proofreads and takes ownership of work product for accuracy, ability to apply organizing strategies to ensure projects are appropriately prioritized and resources are used effectively and efficiently, and performs independently with little supervision.
• Communicate clearly and coherently, interpreting information and adapting communication to suit particular situations. Demonstrates excellent communication, grammatical and proofreading skills.
• Keeps client and firm information confidential at all times; understands and implements general rules of ethical behavior applicable to legal personnel.
• Proactively demonstrates effective teamwork and communication with team members, actively participates in team meetings, prioritizes and anticipates work needs, and works well under occasional periods of pressure and short deadlines.
• Possesses strong knowledge of computer operation, spreadsheet software and word processing software; the use of Microsoft products and office technology — to include imaging and scanning applications — is required.

Software: Microsoft Suite – Office 365, iManage Filesite, InTapp Time, Chrome River, Zoom, Avaya Telephone

Education:
• High School diploma or general education degree (GED); undergraduate degree or some college is beneficial.
• Minimum five years of related experience.
• Full knowledge of filing in federal and state courts.

United States
California
San Diego Show on map Get directions