Legal Secretary

GENERAL STATEMENT OF DUTIES: 

Performs a variety of secretarial duties for attorneys and paralegals according to established policies and procedures. Maintain good public relations with clients, attorneys and staff. Observe confidentiality of attorney-client relationships. Provide coverage for other staff members as needed. 

RESPONSIBILITIES:

• Provide support as requested by attorneys or administrative supervisors; including, but not limited to making copies, answering and directing phone calls, greeting clients, coordinating appointments, closing files, entering attorney’s time into accounting system, requesting checks and financial needs of attorneys through accounting, reviewing draft bills, and preparing final bills to be mailed. 
• Assist with the completion of intake calls of potential clients and direct to the appropriate attorney.
• Opening files (including requesting conflict searches per our firm policy) and entering file information into the computer system.
• Correspond and clearly communicate with clients, realtors, attorneys, and lenders.
• Read, sort, and date incoming mail. Prepare outgoing mail for delivery (via USPS, FedEx, UPS, hand delivery, fax, etc.).
• Maintain detailed status reports on all active files for attorney’s review; manage legal documentation and correspondence within the firm’s case management system.

SKILLS: 

• Able to operate, with confidence, all office equipment including: Computer, Copier/Printer/Fax Machine, Postage Meter, Binding Machine, and Typewriter. 
• Proficient in Microsoft Office products. Ability to learn billing and document retention software.
• Ability to effectively communicate with clients, whose knowledge of their transaction is at different levels of understanding. 
• Ability to adapt quickly to changing deadlines and being able to think outside the box and apply problem-solving skills calmly.
• Ability to proof-read and edit correspondence and legal documents; attention to detail is extremely important.
• Ability to work independently and as part of a team.
• Ability to read and interpret organizational documents.
• Ability to multi-task and provide high level of assistance while managing a heavy workload for supervising attorney(s), as well as covering other attorneys, as needed with little notice; able to adapt quickly to changing deadlines.

QUALIFICATIONS:

• High school diploma required; AAS degree preferred. 
• Notary Public License highly desired.

Coughlin & Gerhart provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, and transfer, leaves of absence, compensation and training.