OVERVIEW: Duane Morris LLP, a global law firm with 800 + attorneys in offices across the U.S. and around the world, offers innovative solutions to the legal and business challenges presented by today’s evolving global markets.

SUMMARY: The Legal Assistant will provide comprehensive administrative support to multiple Principals, as well as senior and junior members of the Legal Team. This role involves managing a variety of confidential and complex tasks, including calendar management, typing, editing and/or formatting legal documents and correspondence, filing documents with various courts, both electronically and via messenger, arranging for service of documents on opposing counsel, meeting coordination, project assistance, and relationship management. The ideal candidate must excel in multitasking, managing changing priorities, and handling highly sensitive information with discretion. Maintains positive contact with clients, attorneys and staff and observes confidentiality of client and other firm matters.

ESSENTIAL FUNCTIONS:

Calendar Management: Track litigation deadlines, and confirm deadlines are docketed correctly. Coordinate attorney calendars, minimize conflicts, prevent double bookings, and proactively make decisions regarding appointment urgency and importance.

Preparing draft court documents, including but not limited to complaints, answers, discovery, briefs, motions, motions for summary judgment, correspondence and memos.

Revising and finalizing documents and ensuring timely service, filing and delivery.

Heavy court filings including service of pleadings on opposing and associated counsel, at state, federal, and appellate level and in many different venues; knowledge of electronic filing procedures for the various venues, including state, federal, appellate and arbitration forums

Answers telephones and relays messages. Arranges conference calls, video conferences and live meetings.

Demonstrates working knowledge of internet resources to perform basic legal research and print off cases, as requested.

Organizes and accurately maintains physical and electronic documents and files in a timely manner. Creates and maintains working files and binders as requested. Utilizes Firm provided software to accurately store email messages, and maintain and retrieve files.

Opens new files, requests conflict of interest checks with record center and maintains on-line and hard-copy files.Conducts periodic reviews for possible storage of older files; prepares files to be closed.

Provides backup support to other attorneys and timekeepers as needed. Volunteers for overflow work assignments when time permits and actively seeks to maximize productivity and promote teamwork. Possesses knowledge of key clients and contacts.

Collaborates with Accounting and assigned timekeepers to manage billing process, including editing prebills, generating reports, and sending out final invoices. May assist with collection efforts. Coordinates client, matter and timekeeper inquiries.

ADDITIONAL FUNCTIONS:

Works closely with administrative support staff. Maintains a team orientation towards work. Coordinates with support departments and performs overload typing, filing, photocopying, faxing, or reception relief as time permits and as requested by other attorneys or the office manager.

Performs other related duties, as requested.

PREFERRED QUALIFICATIONS:

Ability to read and write in order to skillfully proofread and perform minor editing (e.g., punctuation, grammar, spelling) of routine law office correspondence and legal case matters. Performs non-complex arithmetic calculations when verifying calculations on forms and documents. Maintains accurate, complete and up-to-date records and filing.

Ability to accurately transcribe legal documents, correspondence and reports from rough draft, dictation or transcription at a level of 70 w.p.m.

Possesses high level of technical competency on all Microsoft Office and various other job-related software packages and applications.

Ability to organize and prioritize numerous tasks and complete them under strict time constraints.

Ability to proofread typed material for grammatical, typographical and spelling errors.

Possesses strong oral and written communication and interpersonal skills necessary in order to communicate successfully either in person, by phone or e-mail. Must be able to follow instructions very effectively from a diverse group of clients, attorneys and staff and provide information with ordinary courtesy and tact. Must be able to maintain discretion and confidentiality related to all functions.

Demonstrated experience filing documents with State and Federal Courts, including electronic filing. Ability to read and understand court rules, including rules for courts you have not worked with before, and to ensure compliance with assigned judge’s Individual Rules and Practices

EDUCATION:

Minimum High school diploma required; Associate certificate or college degree preferred. Minimum of five (5) years on-the-job experience necessary in order to gain an understanding of law office policies and procedures and produce accurate legal documents with limited supervision.

WORKING CONDITIONS:

The working conditions described below are representative of those related to this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The incumbent may be required to sit, stand, walk, talk or listen for extended periods of time. Work occasionally requires a high level of mental effort and strain while producing a high volume of work related to essential and other duties. Because of the volume of work performed by computer, the incumbent is required to spend a considerable amount of time typing and looking at computer monitors.

BENEFITS:

Comprehensive healthcare, dental, vision, and prescription plans.

Commuter, HSA and FSA spending accounts

Short-term and long-term disability and life insurance coverage

401k and Pension Plan

Up to 27 PTO days, 9 paid holidays and 2 floating holidays

Employee Referral Bonus ($3,000.00)

Professional Development Training

Back-Up (Family) Care Advantage and Employee Assistance Program

EEO STATEMENT: Duane Morris is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, gender identity or expression, marital status, national origin, physical or mental disability, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please contact Chloe Bulanhagui, HR Assistant at 215-979 1224.

DATA PRIVACY STATEMENT: Duane Morris LLP is a limited liability partnership organized under the laws of Delaware. References in this privacy notice to “Duane Morris”, “we” or “us” are references to Duane Morris LLP and our affiliated entities. This privacy notice together with our Website Disclaimer and (if applicable) our relevant terms of business or other contract between us (if applicable) set out the basis on which Duane Morris processes your personal data (and any mandated controller/processor information).

Reference in this privacy notice to “personal data” means any information that identifies, or could reasonably be used to identify, a living individual, either on its own or together with other information. Our “Website” means this website and any other websites of Duane Morris.

Duane Morris is committed to protecting personal data and respecting your privacy.

Please read this notice carefully to understand our practices with respect to personal data and how we treat it and how you can exercise your rights in connection with it. You should also read any other privacy notices that we give to you, that might apply to our use of your personal data in specific circumstances from time to time.

Salary range- $65,000- $95,000

Required information for Job Posting – send to careerpromotions@legalprofessionalsinc.org

Name of Local Association Posting the Advertisement:  ACLSA

Date of Advertisement: August 7, 2024

Closing Date for Applications/Resumes:  [de la Rocha, Dianne] Open until filled

Title of Position/Vacancy: Legal Secretary – Palo Alto

Name of Contact Person at Firm/Agency:  Sidley Recruiter: Haley Majetich Recruiter[de la Rocha, Dianne] , Chicago office Email:hmajetich@sidley.com staffrecruiting@sidley.com; Department of Position: Secretarial Services

Referral job listed by Dianne de la Rocha, Sidley San Francisco office

Legal Secretary

Recruiting LocationUS-CA-Palo Alto

Department

Secretarial Services

Summary

A legal secretary assists lawyers and other legal personnel with regard to various administrative details; coordinates and maintains effective office procedures and efficient work flow; follows policies and procedures set by the Firm; establishes and maintains harmonious working relationships with all personnel, clients, vendors and guests of the Firm.

Duties and Responsibilities

·         Types, formats, edits and finalizes documents, including correspondence, memoranda and standard legal documents for both transactional and litigation clients, in accordance with the Firm’s document formatting standards using standard computer software specific to the legal industry.

·         Manages multiple lawyer-assignments and organizes clerical functions and work flow to meet administrative and client needs.

·         Manages the onboarding of new clients from the processing of conflicts to the assignment of billing information. Works with various Firm departments and resources to complete engagement processes in an expedited and accurate manner.

·         Enters, proofreads and posts lawyers’ time entries. Works to ensure time entries are in compliance with client billing requirements and to ensure timeliness of entries in compliance with Firm policy.

·         Coordinates travel arrangements, including air, hotel and ground transportation for lawyers and clients. Processes lawyers’ travel expenses.

·         Proofreads all documents, correspondence, etc., to ensure accuracy of copy, grammar, punctuation and syntax. Checks to ensure accuracy of jobs sent to duplicating service.

·         Receives, screens telephone calls, conference calls and messages to lawyers, clients and staff (as directed from assignments). Works with various audio and video software to calendar and create calls on behalf of assignments.

·         Promptly processes incoming and outgoing mail and distributes upon receipt (as directed from assignments).

·         Coordinates conferences, meetings and appointments for lawyers and clients both in person and via remote options. As required, schedules conference rooms and food service using specific Firm software and procedures.

·         Maintains calendars, contacts and client information through specific Firm software and procedures.

·         Works with other Firm departments and resources to coordinate and complete tasks as necessary for the management of multiple responsibilities and assignments.

·         Coordinates client billing with billing services (as directed from assignments).

·         Maintains a safe and unobstructed work area, including a neat and well-organized desk. Demonstrates safe work practices.

·         Maintains accuracy of electronic and hardcopy client files on a daily basis through both the Firm’s document management system and various electronic repositories for client materials in accordance with standards set by Records Management Center.

·         Performs other work related duties as assigned or as judgment or necessity dictate.

·         Participates in all Firm required training and team meetings as required.

California Applicants: Salaries may vary by location. In Northern California, the estimated target salary range of this role is $82,000 – $114,000, in addition to bonus eligibility and a comprehensive benefit package. Salary determinations are made based on numerous factors, such as, but not limited to, the relevant market and the skill, experience, class or graduation year, and education of the selected candidate.

Qualifications

To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (Duties) above satisfactorily and meet the requirements below. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. If you need such an accommodation, please email staffrecruiting@sidley.com (current employees should contact Human Resources).

Education and/or Experience:

Required:

·         High school diploma or general education degree (GED)

·         Three or more years of related work experience and/or training; or equivalent combination of education and experience

·         Working knowledge of the Microsoft Office Suite, legal terminology and standard document formatting

·         Types accurately at a minimum of 60 wpm

·         Thorough understanding of civil litigation discovery and docketing processes

·         Experience with State and Federal court filings, including ECF

·         Experience with collaborating with support staff

Other Skills and Abilities:

The following will also be required of the successful candidate:

·         Strong organizational skills

·         Strong attention to detail

·         Good judgment

·         Strong interpersonal communication skills

·         Strong analytical and problem-solving skills

·         Able to work harmoniously and effectively with others

·         Able to preserve confidentiality and exercise discretion

·         Able to work under pressure

·         Able to manage multiple projects with competing deadlines and priorities