Office Manager/Legal Secretary - Sausalito, United States - Adams & Martin Group

Description

Job Description

Legal Secretary Duties:

• Handle e-filings and have thorough knowledge of the litigation process from beginning to end
• Prepare and revise legal documents, correspondence, memoranda, emails
• Proofread prepared documents to ensure accuracy and correct formatting
• Assemble documents and exhibits for court filings, hearings, arbitrations, mediations, depositions, etc.
• Assist Marketing Department in preparation of marketing materials such as PowerPoint presentations and pitch folders
• Provide backup and overflow coverage when needed
• Prepare and process new client/matter intakes per firm standard

Perform all other duties as assigned.

Firm Management:

• Work with the managing partner to oversee and manage day-to-day operations of the office
• Supervise staff members and work with Human Resources on hiring and supervision issues
• Review and approve staff timecards for semi-monthly payroll
• Work with HR to prepare and deliver performance evaluations for staff
• Review and approve employee expense reports
• Process incoming firm vendor invoices for payment
• Assist Marketing Department as needed
• Assure maintenance of files and records and coordinate file transfers to storage, clients, or other law firms
• Assist IT Department regarding technology issues as needed
• Facilitate continuing education for attorneys as needed
• Facilitate entertainment ticket distribution to clients, including Form 700 gift notices
• Coordinate, prepare, and track annual client contracts
• Prepare and track annual client audit request responses
• Coordinate use of office space and communicate with landlord/property manager re office maintenance issues - i.e., air conditioning, etc.
• Monitor order, stocking, and storage of supplies

Qualifications/Requirements:

• Five plus years office management experience
• Five plus years legal secretary experience
• Excellent oral and written communication skills
• Excellent proofreading, spelling, and grammar skills
• Proficiency in Microsoft Word, Excel, PowerPoint
• Knowledge of document management system, i.e., iManage, preferred
• Ability to type 70 wpm
• Ability to multitask, organize, and prioritize workflow
• Ability to communicate in a professional manner with clients, attorneys, staff, and vendors
• Ability to operate office equipment such as computer, photocopier/scanner, transcription equipment
• Stellar attendance and punctuality
• Maintain confidentiality of clients and firm matters

All qualified applicants will receive consideration for employment without regard torace, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status.We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.