Legal Secretary

Legal SecretaryJob Description SummaryUnder general supervision, prepares documents and correspondence requiring knowledge of legal terminology and formats such as, but not limited to, letters, contracts, resolutions, briefs, and pleadings. Performs a wide variety of routine secretarial and administrative tasks.Job DescriptionProvides confidential administrative support to legal staff. Provides specific secretarial support to one or more legal specialty or team within the Office of the General Counsel (e.g., student and faculty, health system, tax and benefits, corporate, transactional, intellectual property, real estate, litigation, labor and employment, etc.) Assists with the preparation and proofreading of contracts, corporate, transactional, intellectual property, claims, risk management, and other legal documents, correspondence, reports, etc. Ability to draft routine correspondence independently. Operates word processing equipment to type materials from rough drafts, corrected copy, voice recordings, and magnetic tape files, insuring appropriateness of form and content. Types or enters and assembles a variety of legal forms, schedules, reports, lists, correspondence, calendars, briefs, facsimile requests, and opinions. Proofreads and corrects materials for correct grammar, syntax, and punctuation, for clerical accuracy, and for spelling. Composes, compares, edits, revises, tabulates, and/or prints letters, tables, reports, and other materials. In coordination with each attorney, sets up and maintains calendars and appointment schedules. Reserves meeting locations and arranges for supplies such as overheads, handouts, or other materials as needed. Promptly communicates any changes being made to schedules to attorneys and all other involved parties. Prepares meeting confirmations. Pulls and reviews files for daily calendars. Ensures meeting files are up to date and contain all pertinent information; follows through on requesting missing information and/or brings to attorney’s attention for action. Makes travel and lodging arrangements for attorneys, and prepares expense and expense reimbursement requests. With high degree of professionalism, tact, diplomacy, and common sense, takes and responds to telephone calls from and to clients, University and Health System administrators, faculty, students, and other internal and external personnel. Responds to questions and or directs them to the appropriate staff member or other University, or Health System offices. Independently handles those that do not require the personal attention of an attorney or paralegal. Maintains strict confidentiality of sensitive or privileged information. Assists with compiling and maintaining letters, agreements, and other documentation. Maintains ticklers, inputs data into databases, spreadsheets, and other tracking systems. Sets up, organizes, and maintains files, both paper and electronic versions. Organizes large amounts of data, documents, and other materials in a comprehensive central filing system. Creates and maintains tickler schedule for archiving and purging. Uses assigned computer to produce special request materials such as databases, proposals, charts, graphs, presentation materials, mailing lists, legal materials, and meeting agendas. Tracks and maintains University and Health System trademark applications, issued trademarks, statuses, and other data elements in Trademark Docket database in MS Access. Receives, opens, prioritizes, and distributes mail. Operates Windows PC, photocopiers, scanners, and printers. Superior skills using Windows 10 and MS Office 365 (including MS Word, Excel, PowerPoint, Outlook, and Access). Performs general office duties. Establishes and maintains professional working relationships and works in collaboration with other members of the Office of the General Counsel. Assists counsel with research, including obtaining copies of statutes, regulations, ordinances, corporate filings, and cases as directed. Performs special projects as assigned. Performs other related duties in areas of responsibility as assigned, including but not limited to logistics of conference and other group event planning. Provides back-up secretarial support, as needed.General Requires superior word processing and formatting skills. Requires analytical, research, communication, and writing skills. Maintains effective work relationships at all levels. Exercises discretion in working with highly confidential information. Must be able to think independently and take appropriate initiative. Must recognize basic steps for achieving tasks and stated goals and develop and follow through on additional requirements, as appropriate. Must recognize deadlines and prioritize work accordingly. May be involved in assisting counsel in directing and responding to requests from outside counsel. Must be able to independently handle appropriate requests for information and assistance to counsel. Must be able to effectively organize and handle a large volume of documents on a variety of topics. Must be able to effectively communicate with co-workers and clients. Must be able to work cooperatively and demonstrate teamwork. Must be able to deal tactfully, professionally, and in a variety of situations with all levels of management. Must be able to balance work of multiple attorneys and adapt to the preferences of each attorney. Must speak, read, and write fluent English. Education: Must be a high school graduate, associate or bachelor degree preferred. A minimum of three years advanced secretarial training required. Experience: Minimum of five (5) years’ experience at a comparable level. Training and/or experience as a legal secretary required. Experience with legal, technical, and medical terminology preferred. Skills: Superior skills working with PC Windows 10 environment and using Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, and Access,) Adobe Acrobat, Internet Explorer and other computer software applications. Must demonstrate accurate type speed of 95 words per minute (wpm.)* Cover letter must be included