Legal Secretary

SUMMARY:  

The Legal Secretary provides specialized clerical, administrative, and secretarial support services to the Executive Administrator and other director-level employees who manage sensitive and confidential information and decisions.  Must be a mature, professional, highly organized individual who is able to set priorities, work under pressure, and handle multiple tasks and interruptions.  Must have a proven work history of communicating in a confidential environment.  Must have demonstrated success in ability to coordinate and maintain corporate calendars, draft meeting minutes, and compose correspondence and legal documents.  

 

DUTIES AND RESPONSIBILITIES:

 Supervisory Responsibilities

1.      May train or oversee other administrative, clerical, and secretarial staff.

 Primary Responsibilities

1.      Performs various secretarial, clerical, and administrative duties with specialized attention to the fact that the information, decisions, and communication involved may be sensitive or confidential.

2.      Answers phone and greets visitors for executives.

3.      Schedules meetings and appointments and maintains calendars for Executive Administrator and other directors.

4.      Creates and maintains master calendar for the organization; coordinates use of all conference rooms.

5.      Prepares for review contracts, other legal documents, meeting minutes, and confidential reports; distributes and/or                     acquires official signatures as required.

6.      Maintains and files confidential records, contract negotiations, and any notes and data related to those files.

7.      Manages checklists and all legal documentation necessary for new physicians, resigning physicians, new and retiring               partners, etc.

8.      Drafts and prepares agendas and memorandums as necessary.

9.      Maintains rapport with physicians, management staff, employees, vendors, and patients.

10.  Maintains and fulfills are requirements of Administration’s compliance plan.

11.  Supports financial staff through mailing/distribution of checks and financial reports.

12.  Coordinates corporate Christmas gifts to service providers and other designated recipients.

13.  Performs other related duties as assigned.

BACKGROUND REQUIREMENTS:

 

Education, Experience, and Knowledge

·                     College degree preferred

·                     Professional Legal Secretary (PLS) or Certified Legal Professional (CLP)    

                      certification preferred.         

·                     At least five years of progressive experience supporting an executive.

·                     Experience in the medical field is a plus.

Skills and Abilities

·                     Excellent oral, written, and listening communication skills

·                     Excellent organizational skills and attention to detail

·                     Excellent customer service and customer satisfaction skills

·                     Ability to maintain confidential and sensitive information

·                     Demonstrated ability to use analytical skills for troubleshooting and problem solving

·                     Proficient with Microsoft Office Suite including Word, Excel and Power Point

·                     Ability to type at least 60 WPM

Physical Requirements

·                     Prolonged periods sitting at a desk and working on a computer

·                     Must be able to lift up to 40 pounds at times

·                     Able to communicate orally with patients, employees, and physicians

·                     Capable of documenting in paper or electronic formats

·                     Able to sit, walk, carry 25 lbs, push, pull, reach, bend

·                     Has near visual acuity

·                     Able to speak English fluently