Legal Secretary - San Francisco, United States - Munger, Tolles, & Olson LLP

Description

Job Description

Position Type: Full time

Non-Exempt

Hybrid Scheduled

Location: San Francisco

Salary Range: $45 - $55 per hour*

*The salary range is the one that Munger, Tolles & Olson LLP reasonably expects to pay for this position. The salary range does not guarantee, obligate, nor set expectations of an applicant's wage in the event of hire. The posted range is only one component of Munger, Tolles & Olson LLP's Total Rewards package.

JOB SUMMARY

The Legal Secretary performs a variety of legal and administrative tasks to support assigned attorneys. Maintains a general knowledge of the Firm's practice areas/groups and specialized knowledge of the assigned attorneys' practice area(s) and clients. Provides a high level of personalized customer service and support while producing a high volume of consistently excellent work product in order to support the success of the Firm.

JOB FUNCTIONS

NOTE: Each attorney receives personalized service and may or may not require assistance with all the tasks below. The tasks that each legal secretary is responsible for will vary and change based on Attorney assignments. All legal secretaries are expected to possess the ability to complete all job functions listed here.

Administrative Assistance:

Organize

Keep attorney work materials, your desk and work areas organized and orderly

Process Expense Reports

Request and track receipts, submit expense reports, track payment and resolve issues with reimbursement on behalf of assigned attorneys

Coordinate Payment of Invoices

Arrange for and track accurate payment of vendor invoices, charge vendor invoices to client/matter when appropriate

Photocopy and Handle Documents

Copy, scan, fax, upload and email documents

Manage Large Document Projects

Send, track and manage document projects in conjunction with Word Processing Center, Service Center and outside vendors

Handle shipping and couriers

Arrange couriers, shipments and track status and delivery

Proofread

Proof and prepare documents for final drafts

Transcribe

Transcribe from tapes, handwritten materials and dictation

Maintain Desk Procedures

Develop and maintain relevant information and desk procedures for reference during time away

Communications Support: [all tasks are done on behalf of assigned attorneys]

Know Availability

Monitor and understand attorney(s)'s whereabouts and/or how to contact for client needs, know attorney(s)'s availability for meetings and other events

Manage Calendar

Maintain attorney(s)'s calendar using MS Outlook: schedule meetings, make room reservations, make changes as needed, send reminders, track RSVP's, inform attorney of any attendee issues/special requests

Prepare for Meetings

Ensure meeting room is set up, log in conference calls, confirm A/V setup, confirm catering set-up, provide RSVP list, ensure materials are ready, confirm conference call set up, coordinate outside guest needs

Answer Phones

Answer attorney(s)'s phone, take messages, communicate received calls and provide updates, optimize attorney(s) phone functions (speed dial, forwarding, etc.)

Manage Contacts

Enter new contacts in MS Outlook, update existing contacts

Manage Email

Preview, read, file and, when appropriate, respond to emails for assigned attorney(s)

Manage Mail

Open, sort, prioritize and distribute mail

Draft Correspondence

Prepare first draft of billing and new matter letters using firm formats
Prepare, emails and other correspondence using appropriate, standardized formats

Client Support:

Complete New Matter Intake

Complete Intake form, communicate additional needs for form, research intake information, resolve issues with new matter intake

Manage Conflicts of Interest

Coordinate with Conflicts department to ensure all communication and procedures for conflicts checks are followed

Close Matters

Determine when to close matters, draft closing letter, organize file retention and clean-up efforts

Field Client Inquiries

Answer general, billing, scheduling questions and handle general client interaction

Respond to Audit Letters

Gather information and prepare draft audit response letter.
Send finalized audit letters to audit committee for approval and final submission to client.

Support Business Development

Monitor client news and coordinate competitive intelligence information with the Library

Time Entry and Billing:

Complete Time Entry

Calculate and complete time entry in time tracking software from available inputs

Assign Task Codes

Research and assign task codes in time tracking software

Reconcile time entries with Client requirements

Conform time entry in accordance to client guidelines

Review and Finalize Time

Make corrections and submit final time for the period

Review and Edit Bills

Complete initial review of pro-forma bills, correct errors, propose edit suggestions to attorney(s), coordinate changes, gain approval for final bills

Prepare and Deliver Final Bills

Follow client billing guidelines, coordinate with accounting to provide requested back-up, deliver final bills

Resolve Client Billing Issues

Communicate with the client, fix errors, resolve inconsistencies, make updates needed, coordinate changes with Billing Department and track payment

Research Client/Matter Statistics

Respond to client billing inquiries and requests for information

Travel Management:

Manage Reservations

Coordinate with Travel Department on options, confirm reservations, enter information into MS Outlook, coordinate changes

Prepare for Trip

Check-in, print necessary documents, coordinate destination information/ arrangements

Notify of Changes

Set flight notifications, track and communicate delays/changes

File Management:

Manage Electronic Files

Create and update folder structures in Document Management System, maintain and update files housed within the structure

Maintain Hardcopy Files

Create and maintain hardcopy file structure, maintain binders, maintain file drawers, redwelds

Manage Records Retention

Index files for offsite storage, recall boxes from offsite storage, clean up unused/unneeded files, organize files for optimal recall ability and storage efficiency

General:

Maintain Confidentiality

Keep the highest level of confidentiality of all firm and client information, records and files, both within and outside of the Firm

Participate in Projects

Participate in special projects as assigned

Complete other duties as assigned

SPECIALIZED JOB FUNCTIONS: Each secretary will focus in one of two areas dependent on Attorney Assignment: Litigation or Transactional. Secretaries are expected to possess the ability to complete all job functions listed in EITHER Litigation Assistance OR Transactional Assistance.

Litigation Assistance:

Information Management

Redline

Redline documents

Research

Pull cases from WestLaw, Court Docket, etc. Complete necessary trainings provided by courts and others on processes/requirements and plan accordingly.

Prepare Documents

Create Table of Contents, create and prepare Table of Authorities, create shell for Master Caption, create initial Pleading draft, prepare informational binders

Manage Pleading and Discovery Clips

Create, maintain and update imanage Pleading and Discovery Clips

e-File

Process e-filing, manage accounts and login information, manage deadlines in conjunction with ~docket

File with the Court

Arrange to pay filing fees, manage to deadline in conjunction with ~docket, manage exhibits, file documents, act as liaison between attorney and the court

Case Support

Coordinate Outside Services

Schedule, communicate and coordinate court reporting services, videographers, process servers and attorney services

Manage Court Admissions

Coordinate and maintain admission to necessary courts

Monitor Judge Preferences and Local Rules

Monitor and communicate judge preferences and local rules

Calendar Important Case Dates

Track (via all resources available including online) and coordinate with ~docket to calendar key deadlines, update and communicate changes

Prepare for Trial

Prepare trial binders, coordinate needs pre-trial and during trial, trial participation when needed

Transactional Assistance

Redline

Redline documents

Research

Pull public documents and regulatory filings using WestLaw, EDGAR, etc.

Prepare Documents

Prepare Table of Contents, prepare client documents - 8-K, consents, etc., coordinate Notary when needed

Maintain Data Room

Assemble and upload of documents

Assist in Closing Activities

Gather signature pages, prepare closing binders

Create Presentations

Create initial drafts and proof presentations using presentation software

COMPETENCIES

Teamwork and Cooperation

Treats others with respect; works well with others; asks for help when necessary; willing to share credit; avoids pointing fingers or assigning blame; volunteers to help others when available to do so; empathetic to others.

Communication

Communicates clearly and appropriately with adequate frequency and tools; understands the need for regular, timely and high quality communication; listens actively and asks appropriate questions; understands the message.

Flexibility

Adapts to changing conditions; willing to do something new/different; open to change; accepting of differences.

Problem Solving

Seeks solutions to problems; proposes creative and effective solutions to problems; examines underlying cause of problems when seeking a solution.

Attorney Focus

Desires to help or serve attorneys to meet their needs; responsive and available when needed; proactively anticipates needs and expectations and acts accordingly to support the success of assigned Attorney(s).

Client Focus

Desires to help or serve clients to meet their needs in a professional and timely way; proactively works to understand client needs thoroughly; protects confidential client information appropriately.

Self-Development

Uses constructive feedback to improve; learns from mistakes; shows eagerness and capacity to learn; attends available training; shows interest in improving self; proactively looks for opportunities to gain experience in a range of responsibilities.

Organization and Time Management

Orderly in approach to work; able to plan and execute work effectively and accurately; tracks and follows through on requests; maintains a well-organized and clean work area; prioritizes and understands urgency; able to be punctual and prepared; manages multiple tasks simultaneously.

Composure

Understands what triggers emotions and uses that knowledge to maintain a professional presence.

Integrity

Deals with ethical issues appropriately. Acts in a way that is consistent with Firm values.

TOOLS:

• Electronic Fax Program
• Multi-Function Device (Printer, Scanner, Copier)
• Conference Room and Resource Scheduling Software
• Time Entry/Billing Software
• Expense Reporting Software
• Microsoft Office - Word, Excel, PowerPoint, Outlook
• Adobe Acrobat Suite
• Other Software as required

MINIMUM JOB QUALIFICATIONS

• A high school diploma is required.
• A college degree or Legal Secretary Certificate is advantageous, but not required.
• Prior legal secretary experience required.
• Strong analytical and problem solving skills.
• Ability to organize and prioritize multiple assignments, using judgment and initiative to accomplish results.
• Produce accurate work while meeting time-sensitive deadlines.
• Strong communication, interpersonal skills, teamwork, attention to detail and customer service skills.
• Ability to interact effectively and professionally with all levels of management, staff and a variety of external entities including clients and prospective clients of the Firm.
• Excellent computer skills.
• Working knowledge of time tracking/billing applications preferred.
• Solid knowledge of legal secretarial processes, procedures and technologies required by the legal secretarial profession and the Firm's practice areas/groups. Maintains all required Firm certifications.

PHYSICAL DEMANDS

Standing, moving about, walking, sitting at a desk, bending, reaching, lifting up to 15 lbs., writing, typing, and computer use

WORKING CONDITIONS

Quiet office environment in a high-rise building, seated the majority of the time

DIRECT REPORTS

None

The Legal Secretary role is an amazing opportunity available on our team of professionals at Munger, Tolles & Olson, LLP We offer competitive pay, benefits and an opportunity to make an impact in today's world.

About Munger, Tolles & Olson

Munger, Tolles & Olson has been consistently ranked on The American Lawyer's A-List since its inception in 2004, including seven years in the top spot. We strive to hire only the most qualified and creative lawyers. We believe that clerkships provide valuable experience. In this regard, about 80% of our attorneys served as law clerks to federal or state judges and sixteen attorneys were clerks to U.S. Supreme Court Justices. We recruit and retain the best professional talent to support our Attorneys with a focus on service and excellence. We have a full spectrum of functional positions including Information Technology, Information Security, Accounting, Human Resources, Legal Support, and Marketing.

MTO is an equal opportunity employer and does not discriminate in employment on the basis of race, including but not limited to hair texture and protective hairstyles (for example, braids, locks, and twists), color, ethnicity, religion, gender, gender identity or expression, pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth and breastfeeding, marital or domestic partner status, parental or family care status, national origin, ancestry, age, sexual orientation, disability or medical condition, genetic characteristic, political affiliation, military or veteran status, or any other characteristic protected by federal, state or local law. It is the policy of Munger, Tolles & Olson LLP to prohibit discrimination, unlawful harassment (including sexual harassment), and retaliation. This commitment prohibits such conduct by any individual involved in MTO's operations and by anyone doing business with or on behalf of Munger, Tolles & Olson LLP.

Munger, Tolles & Olson LLP (MTO) does not accept unsolicited resumes from 3rd parties or agencies. Any unsolicited resumes and profiles received from 3rd parties or agencies will be considered property of MTO and no fees will be due or paid. If you wish to become an approved Agency with MTO, please contact a member of the MTO Talent Acquisition Team.