Office Location: San Diego, CA: (physical location in Bonita, CA)
Legal Secretary/Administrative Assistant
Status: Non‑exempt
Reports to: Two senior attorneys, one associate attorney and DC Administrator
Position Summary/Function:
Under direction, performs legal clerical work involved in preparing and processing legal papers which require a specialized knowledge of legal documents, terminology, processes, and procedures; does related work as required. Hours of position are 8:30 am to 5:30 p.m. with one hour for lunch.
This position includes the following duties:
- Preparing legal papers such as complaints, motions, briefs, and subpoenas.
- Drafting routine correspondence and preparing simple documents and forms for attorney's review;
- Typing documents from dictated tapes or handwritten documents;
- Formatting and proofreading documents typed by attorneys for grammar, punctuation, legal citation and other criteria;
- Answering phone, filing, greeting visitors and serving as liaison between attorneys and others inside and outside firm;
- Scanning documents, monitoring and organizing filing system and filing documents;
- Opening, stamping, and sorting attorney mail and noting dates for calendar;
- Entering attorney time into attorney billing program;
- Reviewing, revising and finalizing client billing prepared by accounting department;
- Reviewing vendor invoices, preparing check requests, expense reports and other administrative tasks;
- Maintaining filing system, contact list, and calendar;
- Operation and limited maintenance (including installing updates) and configuration of computer hardware and software and telephone system, and coordinating work of outside computer and other consultants;
- Overseeing office supplies, including ordering, stocking, and monitoring inventory;
- Coordinating attorneys' schedules and making travel arrangements;
- Scheduling appointments, depositions and necessary resources such as conference rooms and court reporters;
- Coordinating filing of documents with courts or government agencies, insuring that they meet requirements of the court or agency concerning format, number of copies, covers, etc. and serving on other parties as appropriate, including electronic filing when necessary;
- Copying documents and electronic files;
- Finding factual information on the Internet;
- Retrieving cases and codes from court sites or commercial databases such as Lexis and Westlaw;
- Performing related duties as assigned.
Employment Standards:
Education & Experience:
- High school degree required. Secretarial or business training preferred (legal secretarial training helpful).
- Minimum of three years of experience as legal secretary required.
Technical Skill Requirements:
- Typing at least 65 wpm
- Proficient in use of word processing software, including Microsoft Word.
- Proficiency in use of other office software such as Excel and Powerpoint helpful but not required.
- Proficient in Internet searching; prior experience with Lexis or Westlaw helpful but not required.
- Knowledge of legal terminology and court procedures.
General Knowledge & Abilities:
- Knowledge of modern office methods and procedures, filing, telephone techniques, and
office equipment, as well as English usage, spelling, grammar, and punctuation.
- Knowledge of the procedures for establishing and maintaining legal and other records
and files.
- Ability to transcribe dictation from recording equipment, or by other means, with
accuracy, speed, and neatness of a legal nature.
- Ability to initiate form letters and other routine correspondence.
- Ability to maintain confidential, follow up, and other legal records, files, and information.
- Ability to perform secretarial and clerical duties with speed and accuracy without
immediate and constant supervision.
- Good oral and written communication skills
- Strong proofreading skills
- Ability to work well under pressure
- Good interpersonal skills and ability to work effectively with others
- Must be flexible for overtime
Please send a cover letter and resume to vstraume@sonosky.com. Please no phone calls.