Optimum RTS - Legal Secretary
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Legal Secretary

Location : Lantana
Job Type : Contract to Direct
Hours : Full Time
Required Years of Experience : 2+
Required Education : 2+
Travel : No
Relocation : No
Job Industry : Legal
Job Category : Legal

Job Description :
Seeking a Legal Secretary! The employee in this position will coordinate office activities for Attorney’s by performing a variety of legal secretarial duties. You will report to the administrator and will offer general assistance to the office staff, projecting a positive and friendly image of the firm to its visitors and the public at large, whether in person or via phone. You will be responsible for supervising the receptionist area and ensuring that all functions are carried out in accordance with stipulated protocols and procedures. You may also undertake a variety of administrative duties to assist in the smooth running of the firm. Organization and attention to detail are key traits for you to succeed.

Initial Job Requirements which will include but are not limited to:

       Greet all clients and vendors with a smile.

       Always offer clients coffee or water while they wait.

       Answer phones with a smile.

       Triage all telephone calls to assist and simplify Attorneys time with clients. 

       Maintain Attorney & staff calendar (calendar deadlines, schedule appointments, etc.)

       Keep track of your daily calendar and monitor conference calls and appointments. 

       Maintain conference rooms availability & project which conference room you will use for clients when they arrive. 

       Keep conference rooms, common areas and kitchen neat and clean at all times.

       Restock refrigerator in conference rooms and kitchen with beverages.      

          Order office supplies weekly. 

          Open & close electronic and hard files.

          Scan all documents into electronic data base and place in hard files.

          Receive client payments in person, over the phone and or through billing/payment software. 

          Enter all daily client payments in billing software. 

          Send new client retainers and secured payment links. 

          Follow-up daily with all Retainers sent from the firm to new potential clients. 

          Distribute mail daily (open, scan and file).

          Assist staff in processing US Postal Mail, FedEx and UPS shipments. 

          Keep track of all client Postage and Service of Process costs in billing software. 

          Ensure records are kept properly so that they can be easily retrieved and reviewed. 

          Assist Attorneys in organizing and tracking files for important deadlines. 

          Act as liaison between Attorneys and clients.

          Provide support to all members of staff. 


Required Qualifications :

•          Willing to learn new material regularly.

•          Effective use of English grammar, spelling and vocabulary. 

•          Able to work at a fast pace and ensure accuracy and consistency of work.

•          Willing to assume full ownership over all assigned work.

•          Self -starter who is motivated, organized and detail oriented.

•          Ability to ascertain when to seek outside legal counsel to obtain expert advice.

•          Ability to work as a team player. 

•          Ability to recognize legal and technical issues and effectively recommend course of action.

•          Recognition of problems and exercise judgment to resolve.

•          Ability to handle difficult clients or vendors in a professional manner. 

•          Ability to manage multiple projects and meet deadlines in and organized and efficient manner.

•          Clear and concise written and oral communication skills.

•          Capable of prioritizing and re-prioritizing tasks.

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