Administrative Assistant/Legal Secretary

Summary: Enhances attorney effectiveness by providing information management support, representing the attorney inside and outside the Firm. Requires an associate’s degree or its equivalent and 5 or more years of related experience.

Reporting Responsibility: Reports to Administration Manager.

Essential Functions and Duties:

• Provide high-level administrative support to multiple attorneys
• Prepare and proofread correspondence, memoranda, legal documents and forms
• Respond to a high volume of phone calls; transmit messages accurately and promptly
• Maintain organized and updated client files and matter lists
• Maintain calendars and schedule appointments, meetings and conference calls
• Prepare check requests, expense reimbursement forms, and client/matter forms
• Process incoming and outgoing paper mail, facsimile transmissions, and electronic mail
• Scan, profile, and retrieve documents across multiple platforms
• Enter attorney billable hours into timekeeping program
• Transcribe dictation as needed
• Assume additional responsibilities as required to meet needs of Firm

Knowledge, Skills and Abilities:

• Ability to effectively multi-task, meet deadlines and excel in a team atmosphere
• Ability to type at least 65 words per minute with high accuracy rate
• Intermediate to advanced skills in Microsoft Word, Outlook and Excel (PowerPoint optional)
• Familiarity with Carpe Diem timekeeping program or similar program
• Familiarity with Hummingbird document management system or similar system
• Well-developed interpersonal and client relation skills
• Exceptional verbal and written communication skills
• Excellent organizational skills
• Knowledge of traditional and digital methods of dictation
• Ability to work overtime (mornings, evenings and/or weekends) as needed

Education and Experience:

• Associate’s degree or its equivalent and 5 or more years of related experience

Physical Requirements and Work Environment:

• Ability to utilize standard office equipment, including telephones, facsimile machines, computers, scanners and copy machines (95% of the time)
• Ability to utilize specialized equipment, including dictation equipment and headsets (>5% of the time)
• Ability to remain stationary for up to two hours at a time (with intermittent breaks) while using office equipment (50% of the time)
• Ability to move materials weighing up to 10 lbs. into and out of cabinets and drawers and onto and off of shelves between 6 inches high and 6 feet high (10% of the time)
• Ability to work in an open office environment with minimal privacy and intermittently high noise levels (100% of the time)
• Ability to move throughout office as needed to perform essential duties (10% of the time)

If you are interested in this role, please send your resume to anolfi@friedmanwilliams.com