Legal Secretary - Washington, United States - Munger, Tolles, & Olson LLP

Description

Job Description

Legal Secretary

Position Type: Full Time

Non-exempt

Hybrid Scheduled (Up to 3 Days Onsite)

Location: Washington D.C.

Salary Range: $42.00/hour - $51.50/hour ($81, $100,425.00 annually) *

*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.

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. The Legal Secretary 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 & Responsibilities

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)
• 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: Complete other tasks 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

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

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.

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 nine 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.