A firm Legal Assistant coordinates legal activities for attorneys by performing a variety of legal secretarial duties such as scheduling hearings, preparing legal documents and correspondence, docketing cases and maintaining court dockets and diaries, and providing information and direction to others.  In addition to 2+ years working for Immigration lawyers, the work requires knowledge of legal secretarial, and office practices.

Essential Functions:

•        Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and coordinating case preparation.

•        Assists attorney by reading, researching, reviewing, verifying, and routing correspondence, reports and legal documents; drafting letters and documents; collecting and analyzing information; initiating telecommunications; organizing client conferences, and attorney meetings; scheduling couriers, court reporters, expert witnesses, and other special functions; coordinating preparation of charts, graphs, and other courtroom visuals; preparing expense reports.

•        Maintains attorney calendar by planning and scheduling conferences, teleconferences, depositions, and travel; recording and monitoring court appearance dates, pleadings, and filing requirements; monitoring evidence-gathering; anticipating changes in litigation or transaction preparation requirements.

•        Represents attorney by communicating and obtaining information; following-up on delegated assignments; knowing when to act and when to refer matters to attorney.

•        Generates revenues by documenting and inputting attorney billable time and reimbursable expenses; tracking payments.

•        Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions; maintaining transcripts; documenting and maintaining evidence.

•        Enhances department and organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.

General Office Duties Specific to the New York Location:

•        Welcome visitors and guests to the office and prepping meeting rooms;

•        Overall small office coordination:

o   Accept deliveries and deliver/stock as required;

o   Monitor supplies including beverage

o   Work with vendors as needed, including shredding collection;  

o   Interface with firm-wide IT Personnel regarding equipment needs (i.e., laptops, cables, phones, etc.) and other software/hardware issues;

o   Contact person with building maintenance personnel as required.

Qualifications:

A high school diploma with at least 3-4 years’ experience working as a Legal Assistant/secretary is required.  Position requires strong customer service skills with the ability to speak to people at all levels.  The position requires strong written and verbal skills, advanced knowledge of Microsoft Office products.

Knowledge, Skills, & Abilities

·         Ability to keep client information confidential;

·         Advanced knowledge of Microsoft office products;

·         Advanced computer skills and ability to use legal software;

·         Superior listening and communication skills;

·         Ability to gather, analyze and report information;

·         Interpersonal skills necessary to assist with client needs;

·         Ability to communicate problems with attorneys as they become known;

·         Must maintain confidentiality;

·         Ability to work independently;

·         Ability to meet deadlines;

Physical Requirements:

While performing the functions of this position, the employee is regularly expected to sit, use hands to type and feel, ability to talk and hear.  Employee will occasionally stand, walk, and reach with hands and arms.

The employee must occasionally lift or move up to 25 lbs.

Regular attendance is required.

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