Legal Secretary
Law Office of Polly Tatum
Worcester, MA US
Posted ago
Law Office of Polly Tatum
We’re seeking a sharp legal assistant for our busy law firm who can help our attorneys and paralegals assist our clients and keep the office running smoothly. You’ll work with the team to prepare a variety of legal documents, and handle office correspondence like answering emails and phone calls, scheduling meetings and travel, and reminding the team of upcoming deadlines. If you’re an excellent multitasker who thrives in a fast-paced environment, we want to hear from you!
Responsibilities
  • Perform legal research, as needed, with help from attorneys and paralegals
  • Process client billing properly using daily time records with help from the accounting department
  • Undertake other duties as needed to ensure the firm operates efficiently
  • Manage office correspondence and administrative tasks such as answering phone calls, communicating with opposing attorney offices, taking dictation, responding to emails, and reminding the team of upcoming deadlines

Client Focused Tasks

1. Interact with clients and build relationships with them by phone, email, and, face-to-face in person

  • a. Providing better communication with clients
  • b. Strengthening the relationship between the client and the firm

2. Schedule client calls and meetings

  • a. Assuring that the attorneys’ calendars are accurately maintained and organized in a logical and efficient manner

3. Interact with the courts and administrative agencies regarding hearings, motions, and, other appearances

  • a. Becoming the courts’ primary point of contact with the firm for all administrative and scheduling issues

4. Prepare and send bills to clients

Attorney Focused Tasks

1. Prepare and ensure the execution of engagement agreements as directed by the owner

  • a. Combining the standard language in the engagement agreement with the attorneys’ instructions that customize the agreement
  • b. Ensuring that the client receives the engagement agreement and that they execute it and return it to the firm

2. Keep attorneys calendars and sends reminders

  • a. Assuring that the attorneys’ calendars are accurately maintained and organized
  • b. Assuring that the attorneys’ work-days are organized in a logical and efficient manner

3. Retrieve and deliver assigned attorneys voicemails and assure that copies are included in the firm’s client files (paper and/or electronic)

4. Manage the Attorneys mail

  • a. Retrieve, date stamp and, open mail for assigned attorneys

5. Prepare and send legal correspondence as directed by attorneys

  • a. Put documents keyboarded initially by attorneys into final form, ready for delivery to courts, clients, and co-counsel and opposing counsel

6. Draft non-legal correspondence

  • a. Communication with the firm’s bankers, suppliers, Landlords, and others

7. Organize the attorneys’ files

  • a. Assure that the attorney has all of the relevant materials ready for in-office meetings, court, or other off-site meetings

Administrative Tasks

  • 1. Enter Attorneys’ time and billing data 
  • 2. Set up and manage new client and firm files
  • 3. Make copies/scans documents
  • 4. Assist with Policies and Procedures

Qualifications
  • Proficient with MS Office products
  • Organizational skills and communication skills are necessary for this position
  • Applicants must be able to type 50 words per minute or faster
  • At least 1-2 years of previous experience in a law firm setting performing administrative tasks
  • Candidates must have worked with legal software, case management, and docketing programs
Compensation
$40,000 - $50,000 yearly
About Law Office of Polly Tatum

Who Are We:

At the Law Office of Polly Tatum, we help our valued clients find solutions to their most pressing concerns and dearest hopes for their future.

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