Phelps Dunbar LLP is an AmLaw 200 full-service law firm. Phelps Dunbar LLP is offering an opportunity for a Legal Secretary supporting a group of attorneys within the Labor and Employment practice group in Baton Rouge through the performance of complex secretarial, administrative and substantive legal duties.
Essential Duties and Responsibilities:
-
Leverage technology resources to ensure the group of attorneys is operating as efficiently and effectively as possible.
-
Work in paper-light environment.
-
Prepare documents by transcribing, formatting, inputting, editing, retrieving, copying, printing and transmitting text, data and graphics using office software applications.
-
Knowledge of the legal processes that facilitate the accurate preparation of client documents and responding to filing or closing deadlines.
-
Prepare and coordinate e-filings, as well as filings in state courts if needed. Handle incoming and outgoing mail, faxes and scan documents.
-
Ensure that documents are saved and filed into the appropriate workspaces/folders in FileSite and paper file.
-
Maintain the daily calendar of each attorney including, but not limited to, scheduling appointments, meetings and travel arrangements.
-
Maintain Outlook contacts for each attorney as appropriate.
-
Open files, close files and assist with conflicts checks.
-
Provide support to the attorneys with timesheets and regular billing matters.
-
Request 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.
Education and Experience Required:
- A high school diploma or equivalency is required. An associate’s degree, business school certificate or related education is desirable. Significant prior experience may be substituted for a combination of the educational requirements.
-
5+ years of 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 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.
-
Excellent typing, 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.
-
Professionalism and ability to communicate effectively and handle multiple priorities.
