Document Preparation:

• Create a variety of legal documents and/or reports required by the attorneys to whom assigned, using Microsoft Suite. E-filings in state and federal courts using ECF and various e-filing platforms through state court systems
• Proofread, photocopy, assemble and distribute prepared material as required.
• Prepare court documents for filing and make arrangements for messenger or courier service as required (e-filings) and Lexis Nexis (either Superior Court or US District Court).
• Coordinate document production with other secretaries and paralegals
• Organize documents in iManage and other firm platforms
• Responsible for coordinating and scheduling court reporter, interpreter services and reserving conference rooms as needed
• Must be able to search court websites for local rules and strong knowledge of California court systems

• Originate and type a variety of engagement letters, correspondence and memoranda required by the attorneys to whom assigned by using drafts, handwritten notes or oral instructions (transcribing equipment if applicable)
• Prepare email correspondence on attorney's behalf to clients and internal attorneys and staff
• Communicate, collaborate and build strong relationships with colleagues across firm offices

Time and Billing:

• Input and/or edit record of attorneys' billable time into the computer billing system
• Assist with printing, editing and submitting invoices through Paperless Proforma and sending invoices to clients
• Daily input of working hours

• Schedule appointments, internal/external meetings, depositions, arbitrations, etc.
• Manage attorney calendars: schedule all appointments, meetings, arbitrations, depositions, trial dates and deadlines
• Create New Business Intake forms through Intapp, as directed by the Attorneys in compliance with standard firm procedures
• Coordinate with Records department in creating and maintaining client files
• Coordinate travel arrangements through Get There, Lawyers Travel or other airline platforms: flights, hotels, transportation, visiting hotel offices and conference rooms
• Process and submit expense reports
• Provide overflow assistance

• Execute other non-essential duties as assigned such as ordering lunches, assisting with conference room clean-up, overflow-assignments from Office Manager; assist in a team environment

• High school diploma or equivalent
• 10 years of legal secretarial experience

• Proficient in Microsoft Suite and must remain current on all S&J software where it impacts the responsibilities of the position.
• Excellent attention to detail
• Ability to manage multiple tasks and projects and complete them in a timely manner and under deadlines
• Ability to exercise discretion and independent judgment in carrying out responsibilities of the job
• Excellent communication skills and a friendly demeanor
• Demonstrate excellent analytical and research skills
• Demonstrate strong professional customer service skills
• Highly motivated and organized to complete daily assignments
• Must be able to be a team player
• Demonstrate the ability to learn new software and procedures quickly

• Non-smoking environment
• Must be available to work beyond normal work hours
• Must be able to work under tight deadlines
• Available to work in the office 9:00a.m.-5:30 p.m. Monday through Friday
• Low to moderate noise level
• Must be able to concentrate in an occasionally noisy environment.
• Manual dexterity
• Must be able to sit or stand for long periods and lift and move boxes and files weighing up to 20 lbs