Legal Support Specialist

Friedman Williams

Legal Support Specialist Florham Park

Job ID: 16259

This position supports up to five or more attorneys in a secretarial capacity. Provides a wide range of administrative, clerical and document processing services in the Labor & Employment department. Candidate should also be flexible to work overtime as needed.

Duties & Responsibilities:

• Maintains legal files (both paper & electronic), organizes and file documents in designated order, as well as prepares, keyboards, enters, proofreads and processes legal and administrative correspondence

• Processes time entry, prepares conflict checks, opens new matters, drafts engagement letters and audits responses, makes travel arrangements, processes reimbursement expenses, maintains calendar, collates information, writes reports, prepares agendas, reviews and prepares billing invoices, and other administrative duties, as needed by the department

• Prepares spreadsheets of client litigation matters and sends reminders to attorneys for updates, and updates the spreadsheets accordingly

• Preparation of billing entries for supported attorneys and review of their prebills prior to attorney review to correct for typographical and grammatical errors, and to ensure entries are billed to the correct matter

• Manages phone lines for supported attorneys, fields calls and conveys messages as necessary

• Manages emails for supported attorneys when they are in meetings or away from the office and alerts attorneys to important messages

• Communicates with clients, opposing counsel, courts, and liaisons

• Prepares and e-files documents, adhering to the relevant court’s legal document standards to ensure proper format and completeness for court acceptance

• Updates case information, scans documents, prepares answers, and conducts research

• Manages document deliveries and tracks final executed documentation. Assists in preparing closing transcripts and legal documents to database for litigation transactions

• Performs receptionist tasks as backup to regular receptionist. Assists with overflow work and other projects as assigned

• Performs overflow typing, filing, or photocopying as time permits and as requested by other attorneys

• Assists with other department activities as needed, and performs additional duties and responsibilities as assigned

Skills & Competencies:

• Established understanding of Labor & Employment and litigation laws as they relate to individuals, partnerships and corporations. Familiarity with New Jersey Court Rules and Federal Rules of Civil Procedure rules for court document filings; preferred familiarity with New York Civil Practice Rules and court filing procedures

• Comprehension of a variety of legal court documents, including complaints, answers, rulings, judgments, affidavits, motions, appeals, table of contents/authorities, subpoenas, court orders, court dockets, reports, memos and correspondence

• Strong ability to multitask and work efficiently while maintaining the highest quality work product

• Strong ability to maintain high standards, use good judgment and seek out ways to contribute and anticipate needs

• Strong attention to detail, organizational skills and ability to manage time effectively

• Excellent interpersonal skills, communication skills and the ability to collaborate well in a team

• Position also requires the ability to work under pressure to meet strict deadlines

Qualifications & Prior Experience:

• Bachelor’s Degree or equivalent experience is preferred

• Minimum 5 years of experience as a legal secretary, working in a business law practice with exposure to Labor & Employment and litigation

• Computer proficiency in Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook, as well as document management and other office technologies, expertise in e-filing

• Exceptional computer skills with the ability to learn new software applications quickly

Tagged as: Legal Support Specialist