Job Posting: Legal Secretary – San Francisco

 

Submit resume and salary requirements to:

Patricia Alcala, Human Resources Coordinator

Jones Day 555 California Street, 26th floor

San Francisco, CA 94104

pbalcala@jonesday.com

 

Schedule:       

One of the following shifts: 

8:30 am – 5:00 pm  M-F

9:00 am – 5:30 pm  M-F

9:30 am – 6:00 pm  M-F

Overtime as required

FLSA Status:

Non-Exempt

 

Reports To: 

Assigned Attorney(s) and Legal Assistant(s), Office Administrator

                       

General Summary:  Under general supervision and direction of assigned attorney(s), legal assistants(s) and the Office Administrator and following prescribed departmental, Office and Firm procedures, the Legal Secretary is responsible for providing secretarial and administrative support to attorneys, legal assistants and other administrative personnel.  Legal Secretaries are expected to perform all job duties with a commitment to providing superior service to clients, producing quality work products, and maintaining an atmosphere of teamwork and continuous improvement.  Above all, the Legal Secretary must fulfill the needs of the Office in a manner which is consistent with the Firm’s visions and values.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Duties are performed throughout every work day, as necessary):

·        Type and edit computer system legal and other documents (including correspondence, memoranda, bills, timesheets and project work) from transcription tapes, handwritten or typed materials, or shorthand notes.  Copy, distribute, send (via mail, courier or express service), file and otherwise handle completed work.

·        Convert dictation into pleading format, and prepare documents for filing in accordance with a court’s local rules. File legal documents with courts and other administrative agencies.

·        Schedule depositions and coordinate court filings and service of process with vendors providing these services.

·        Proofread and redline work for accuracy of copy, format, grammar, punctuation and syntax.

·        Receive, screen and transmit telephone calls, conference calls and messages to/from attorneys, clients and staff.

·        Handle incoming and outgoing mail.

·        Perform secretarial functions associated with Firm administrative tasks, including processing new client/matter reports, time reports and expense reports.

·        Accurately enter time into Carpe Diem or other time entry system in accordance with firm mandated timeframes

·        Set up and maintain files.

·        Coordinate conferences, meetings and appointments.

·        Coordinate travel arrangements, securing air and ground transportation and hotel accommodations.

·        Coordinate work as needed with office service departments, including Word Processing, ISS, Docket, Duplicating, Support Services and Financial Services.

OTHER DUTIES (Duties are performed periodically, as necessary):

·        Provide secretarial assistance to visitors, summer associates and attorneys whose secretaries are absent; accept overflow work from other secretaries as needed.

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES:

·        Ability to type at least 70 words per minute.

·        Thorough knowledge of Firm’s computer-based word processing software.

·        Thorough knowledge of Firm’s e-mail system.

·        Thorough knowledge of the proper preparation of time records and expense reports.

·        Thorough knowledge of the proper preparation of client bills and conflict-checking forms (if applicable to position).

·        Shorthand or fast notes (if applicable to position).

·        Ability to read, write and speak English.

·        Excellent written and oral communication skills, including grammar, spelling and punctuation.

·        Ability to read, comprehend and follow instructions.

·        Thorough familiarity with legal terminology pertinent to general legal concepts and specific area(s) of assignment.

·        Proficiency with advanced telephone functions, including conference calling and voicemail.

·        Excellent telephone manner.

·        Familiarity with legal filing and record-keeping practices.

·        Strong organizational skills.

·        Ability to perform clerical tasks with a high degree of accuracy.

·        Proficiency on office equipment used on a regular basis including computers, printers, copy machines, facsimile machines, telephones and transcription machines.

·        Ability to work independently, take initiative, set priorities and see projects through completion.

·        Ability to meet deadlines and respond to changing priorities.

·        Ability to handle many tasks simultaneously.

·        Ability to work with a wide range of people in a team setting.

·        Ability to establish effective working relationships within the Office and Firm.

·        Ability to establish effective working relationships with clients, vendors and others outside the Firm.

·        Ability to perform mathematical functions – add, subtract, multiply, divide, percentages.

·        Strong service orientation.

·        Commitment to the Office and Firm.

·        Commitment to professional growth.

PHYSICAL REQUIREMENTS:

·        See.

·        Hear.

·        Speak.

·        Sit for extended periods.

·        Duties are performed using repetitive finger, hand and arm movements.

·        Duties require fine manipulation (typing).

·        Duties require simple grasping (files, documents, telephone, writing instruments).

·        Duties may require combinations of the above movements.

EDUCATIONAL REQUIREMENTS:

·        High School Diploma or equivalent

·        Legal/Litigation secretarial experience preferred

·        Specialized secretarial degree, associate and/or bachelor’s degree desirable but not required

Salary commensurate with experience.  

Submit resume and salary requirements to:

Patricia Alcala, Human Resources Coordinator

Jones Day 555 California Street, 26th floor

San Francisco, CA 94104

pbalcala@jonesday.com

Jones Day is an Equal Opportunity Employer.  Applicants are considered for all positions without regard to race, religion, creed, sex, color, national origin, ancestry, mental or physical disability (including AIDS and cancer-related medical conditions) unrelated to the job to be performed, marital status, sexual orientation or any other status or condition protected by law

This document describes the general content of and requirements for the performance of this job, but is not an exhaustive statement of essential functions, responsibilities or requirements.  Moreover, the description excludes the marginal functions of the position that are incidental to the performance of fundamental job duties.  Employees are expected to follow any job-related instructions and to perform any other job-related duties requested by their supervisor.

Requirements are representative of minimum levels of knowledge, skill and;/or abilities.  To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently.  Individuals with disabilities are accommodated in accordance with the Americans with Disabilities Act.

This document does not create an employment contract, implied or otherwise.  Employees in this position are employed “at will.”

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