LEGAL ASSISTANT/SECRETARY

posted:
Location
Naples, Florida
Industry
Legal (Legal Occupations)
Job Type
Full-Time
Working Hours
8:00 AM - 5:00 PM
Salary
US$ 70,000 per year
Ref. Number
S_39000
Contact
Carter, Debbi, Spherion
Phone
863-999-2913
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Job Description

This position is responsible for the accurate completion of work assigned by multiple timekeepers. Responsibilities include word processing, filing, billing, time entry, telephone answering, faxing, scheduling meetings and conference rooms, making travel arrangements, submitting expense reports, calendar maintenance and handling daily mail. Also responsible for assuring correct information is included in various databases including client/matter numbers, name, address lists and marketing mailing lists. All legal secretaries are required to work as a team, assist with overflow work, maintain a good, follow procedures and guidelines set by each administrative department.

Responsibilities:
Completing all word processing work including, but not limited to, memos, letters, charts, check requests, new matter memos, wills, trusts, powers of attorney, living wills, and other estate planning documents, pleadings, agreements, deeds, leases, tax returns, benefit plans, and other such documents specific to timekeepers, Such work may be from hand-written copy, Dictaphone, dictation or edited typed work product.
Proofreading of all work, including reading documents for content and context.
Submission of conflicts requests and preparation and submission of new business intake forms for new clients and/or new matters, including preparation of appropriate accompanying engagement letter.
Developing proficiency in all other Microsoft Office suite software applications to include PowerPoint and Excel.
Preparing and maintaining digital temporary and permanent client and office files and chronological daily letter and memo files.
Maintaining up-to-date, orderly file indexes for legal documents.
Answering and screening telephone calls. Providing backup telephone coverage for other team members.
Working with Billing Department to prepare client billings. Working with Billing Department to assist with billing problems and efficiently processing final billing statements and letters.
Maintaining accurate and up-to-date databases such as name/address list client/matter numbers; and marketing databases.
Scheduling meetings, arranging for conference rooms and making meal arrangements for meetings.
Coordinating timekeepers calendar with own and reminding of various meetings, appointments, etc.
Greeting clients and providing assistance when needed.
Working with Firm travel agents to make travel arrangements, including transportation, automobile rentals and hotel reservations. Preparing and submitting proper expense reports to the Accounting Department.
Performing other related duties required based upon the unique practice of the attorney, such as, but not limited to, Practice Leader administrative work, practice development or marketing initiatives, committee project work, and Board of Directors responsibilities. In addition, a limited amount of secretarial work for personal matters of the attorney is to be expected. Requirements

Working hours: 8:00 AM - 5:00 PM

Skills:
-Analytical - Synthesizes complex or diverse information; Collects and researches data. Design - Demonstrates attention to detail.
-Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully.
-Interpersonal Skills - Focuses on solving conflict, maintains confidentiality.
-Oral Communication - Listens and gets clarification, Responds well to questions.
-Written Communication - Writes clearly and informatively. Edits work for spelling and grammar; Varies writing style to meet needs. Is able to read and interpret written information.
-Teamwork - Balances team and individual responsibilities. Contributes to building a positive team spirit.
-Professionalism - Accepts responsibility for own actions. Follows through on commitments.
-Quality - Demonstrates accuracy and thoroughness. Looks for ways to improve and promote quality.
-Attendance/PunctuaIity - Is consistently at work and on time.
-Dependability - Follows instructions, responds to direction. Commits to long hours of work when necessary to reach goals..
-Initiative - Takes independent actions and calculated risks; Asks for and offers help when needed.
-Organization Skills - can prioritize tasks and maintain multiple tasks as once. Other projects as assigned by Firm.

Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Reasoning Ability
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, or schedule form.
Computer Skills
To perform this job successfully, an individual should have knowledge Of Internet software; Spreadsheet software and Word Processing software.

Education:
High School

Experience:
4-7 years

Qualifications:
Minimum of three years experience in an office support position for a professional organization or other company with multiple concurrent projects. High School diploma or its equivalent. Certificate or Degree from a Business School is preferred.
A minimum of 5 years legal secretarial, executive secretarial or secretarial administrative assistant experience with 5+ years of civil litigation experience.

Strong secretarial skills including typing, proofreading, spelling, grammar and math. Knowledge of PC and Windows applications. Must be able to organize and prioritize workload and use own judgment in decision making on how to adequately and efficiently meet all deadlines. An ability to take the initiative in handling projects and anticipating what needs to be done. An ability to understand and following specific and detailed instructions. Must display a professional manner with clients, attorneys, paralegals and other staff members. Must be able to make productive use of working hours and exhibit strong time and priority management skills.


Qualified candidates send resume to debbicarter@spherion.com.

Spherion has helped thousands of people just like you find work happiness! Our experienced staff will listen carefully to your employment needs and then work diligently to match your skills and qualifications to the right job and company. Whether you're looking for temporary, temp-to-perm or direct hire opportunities, no one works harder for you than Spherion. EEO Employer: Race, Religion, Color, National Origin, Citizenship, Sex, Sexual Orientation, Gender Identity, Age, Disability, Ancestry, Veteran Status, Genetic Information, Service in the Uniformed Services or any other classification protected by law.

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