Legal Secretary

Overview

The Raleigh, North Carolina office of Hall Booth Smith, P.C. is accepting resumes for a legal secretary. The candidate must have two or more years of experience in litigation. This position supports all administrative functions including case and calendar management, electronic document management, typing, proofreading, and opening and closing files. A resume and cover letter are required for consideration.

• Transcribes dictation and formats letters, pleadings, and other forms.
• Prepares rough drafts and proofreads before finalizing legal documents.
• Copies and mails letters, documents, and packages to various parties via Certified, Registered USPS, Fed Ex, or courier service.
• Files legal documents with the Courts and cc/bcc’s appropriate parties.
• Ensures compliance with client guidelines regarding preparation and mailing of cc/bcc, copying of documents, and other client requirements.
• Open new files, perform conflict checks, and, at attorneys’ request, draft acknowledgment or engagement letters to clients.
• Maintain file content, indexes, and tabulations; maintain accurate computer cards and other client/case information.
• Enter attorney billable time regularly, proofread, and balance invoices.
• Maintain attorney calendars by noting due dates for answers, depositions, pleadings, hearings, and trial calendars.
• Open and manage or route attorney mail to appropriate counsel.
• Review and confirm client bills and other invoices, and forward for payment in accordance with client guidelines.
• Close and prepare files for storage; assist in preparing files for upcoming hearings and depositions.
• Answer and screen calls for attorneys with professionalism, respect, and tact.
• Schedule depositions as necessary.
• Participate as a member of one or more strategic planning committees.
• Mentor and train new employees in the position.
• Perform receptionist duties and remain flexible to requests for support outside the scope of this job description and to other duties as directed by management.

• Knowledge of various court rules and filing requirements.
• Knowledge of the format of various legal documents including, but not limited to, Requests for Reproduction of Documents, Responses to Interrogatories, Notice of Represent, Rule 200, Certificates of Service, Motions and other pleadings.
• Broad knowledge of legal, medical, and other terminology as it relates to the practice area(s).
• Spelling, diction, and grammatical skills at or above a high school/general education level.
• Strong organizational, prioritization, proofreading, and attention to detail skills for timely and accurate performance with minimal outside assistance.
• Impeccable integrity in confidential matters.
• Interpersonal skills to communicate with a diverse group of attorneys, staff, and clients with courtesy, diplomacy, and tact.
• Accurate typing ability of 70 wpm and comprehensive computer and office equipment experience.
• Ability to work more than 40 hours per week as needed.
• Occasional sitting, bending, stooping, keyboarding, and continuous use of hands; telephone use; reading; may require lifting 25-50 lbs.; travel to offsite locations may be required.
• Experience may be substituted for educational requirements and vice versa under certain circumstances.

The above describes the general content and requirements for this job and is not an exhaustive statement of essential functions, responsibilities, or requirements.