Phelps Dunbar LLP is offering an opportunity for a Legal Secretary supporting a group of attorneys in the Insurance and Reinsurance practice group in the Tampa office. Phelps Dunbar LLP is an AmLaw 200 full-service law firm.
Essential Duties and Responsibilities:
• Leverage technology resources to ensure the group of attorneys is operating as efficiently and effectively as possible.
• Identify most efficient and effective manner to complete tasks.
• Prepare documents by transcribing, formatting, inputting, editing, retrieving, copying, printing and transmitting text, data and graphics using office software applications.
• Draft basic correspondence and court filings, such as Notices of Appearance, etc.
• A knowledge and appreciation of the legal processes that facilitate the accurate preparation of client documents.
• Professional demeanor when engaging with attorneys, clients and firm personnel.
• Handle incoming and outgoing mail, faxes and scan documents.
• Ensure that documents are saved and filed into the appropriate workspaces/folders in FileSite.
• Maintain the daily calendar of each attorney including, but not limited to, scheduling appointments, meetings, hearings and depositions.
• Maintain updated correspondence and pleadings files. Handle personally or oversee a records clerk as to filing, indexing, and creating sub-files. (this should be electronic for most part)
• Maintain a master list for each file and update the list as new files or matters are opened. Maintain a master physical file location list.
• Open files, close files and assist with conflicts checks.
• Requests reimbursement for attorneys through ChromeRiver and for client costs through Accounts Payable.
• Maintain a good working rapport with clients which requires discretion and judgment.
• Regular and predictable attendance is an essential function of the job.
• Prepare, perform and coordinate e-filings.
• Perform other duties as required.
Education and Experience Required:
• A high school diploma or equivalency is required; an associate degree, business school certificate or related education is desirable.
• Three + years litigation secretarial experience in a law firm environment preferred.
Qualifications and Skills Required:
• Strong knowledge of and ability to apply office software applications including Word, Excel, PowerPoint, Outlook and PDF.
• Working knowledge of legal practices, terminology, documents and court procedures.
• Working knowledge of the firm’s litigation and transactional support tools.
• Ability to interact and communicate effectively in a business environment.
• Flexible, solutions-oriented approach and the ability to work under pressure and handle multiple priorities from multiple sources.
• Ability to accurately type a minimum of 60 words per minute.
• Excellent spelling, grammar, proofreading, transcription and general clerical skills.
• Ability to coordinate work activities; prepare legal correspondence and documents; transcribe dictation; organize and maintain files and records.
• Ability to operate standard office equipment, including personal computer, copier, multi-function printers, facsimile, and telephone.
Performance Measures: The Legal Secretary will be evaluated by the attorneys in the work group and the Office Manager based upon, but not limited, to the following performance criteria:
• Ability to perform responsibilities as outlined above, both in terms of the quality and quantity of work.
• Expertise with available software and technology tools, understanding of secretarial and office procedures; equipment; legal terminology; attention to detail.
• Dependability and cooperation with attorneys, clients and other support staff.
• Adherence to office policies and procedures.