Senior Legal Secretary

Sr Legal Secretary

LocationUS-CA-West Covina

ID2026-6153

# of Openings

1

Job Family

Legal, Compliance & Audit

Position Type

Remote

Position Summary:

Provides advanced secretarial and administrative support to professional legal staff. Demonstrates a high degree of legal knowledge, competence and secretarial skills. Prepares and files legal documents, motions, pleadings and correspondence of a legal nature as directed. Maintains attorneys calendar, sets court dates and appearances, and schedules meetings with witnesses and other involved parties. Maintains department records. May be required to support up to as many as three litigation attorneys.

Geo-Salary Information

An in-person interview may be required during the hiring process

The expected base salary for this position will vary depending on a number of factors, including relevant experience, skills and location.

Responsibilities

Essential Job Functions:

Advanced Administrative Support: 

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics, coordinating case preparation;
• Drafting letters and documents, collecting and analyzing information; 
• Complies complex legal documents and prepares for filing with Court; 
• Produce high quality written communication, correcting and editing documents to ensure final copy conveys proper format and is correct in detail; 
• Initiating telecommunications; organizing client conferences and attorney meetings; 
• Assists in preparation of post-judgment motions, verdicts and cost bills;
• Prepares Answers, Cross-Complaints, discovery and all pleadings as directed by the handling attorney;
• Gathers evidence, anticipating changes in litigation
• Follows up on delegated assignments to other legal staff;
• Maintains transcripts, documents and evidence;
• Handles files of highest complexity level and exposures; excess exposure cases; significant injuries; surgery or celebrity plaintiff or high profile cases; wrongful death; moderate to severe brain damage, etc. 
• Maintains record of claims and legal documents and case activity;

Advanced Secretarial Support:

• Works independently with little or no direction to assist in work flow processes; 
• Exeptional understanding of all court deadlines, Rules of Court, requirements for processing documents and all office and court processes;
• Handles complex correspondence and inquires with attorneys, clients, adjusters, courts, etc. through excellent written or telephone communcations skills;
• Coordinates legal services such as court reporting, copying and delivery agencies with or no direction; 
• Ensures that written products convey the desired message, meet procedural requirements and are properly formatted, grammatically correct and free of all typographical and spelling errors;
• Effectively communicates at a high level with the claims, opposing counsel and clients regarding legal file;
• Independently carries out day to day activities in a logical and effective manner and completes work assignments promptly; Assures all work is prepared and timely submitted without delay. 
• Screens all incoming coorespondence, accurately identifying those items for personal attention and quickly distributes items for attorneys’ attention; 
• Re-prioritizes individual workload, as necessary, to assure timeliness; 
• Keeps attorney fully informed of developments which may affect specific items in order to maintain efficient workflow;
• Maintains client confidence by keeping client/attorney information confidential;
• Provides historical reference by developing and utilizaing filing and retrieval systems;
• Conserves Attorneys time by reading, researching, reviewing, verifying, and routing coorespondence, reports and legal documents to claims, opposing counsel and clients;
• Scheduling court reporters, expert witnesses and other experts for testimony at depositions and trial; 
• Classifies, sort and file correspondence, articles, records and other documents;
• Operates standard and/or automated office equipment such as word processors, typewriters, transcribing software, case management software, photocopies, etc

Responsible for Calendaring and Diary tasks:

• Maintains attorney calendar by accurately recording court dates and appearances. 
• Schedules meetings, depositions, and appointments; Schedules internal conferences related to legal files;
• Assembles documents, reports and information as requested to prepare for meetings;
• Arranges necessary meeting spaces, secures conference rooms as needed;
• Informs participants of meeting dates, times and location; 
• Independently resolves calendar conflicts by prioritizing and coordinates rescheduling dates; 
• Tasks all deadlines in connection with appearances; tasks all deadlines in course and scope of daily job duties and upcoming assignments

Continuing Professional Knowledge and Education:

• Updates job knowledge by participating in educational opportunities; Reads and understands professional publications regarding changes in Court rules and procedures; keeps current regarding changes in Court procedures and policies

Qualifications

Education:

• Minimum: High School diploma or GED. 
• Preferred: Vocational certification or training in the legal field.

Experience:

• Minimum: 10+ years insurance defense or civil litigation experience supporting 2+ attorneys.  Advanced understanding of all court deadlines, Rules of Court, requirements for processing documents and all office and court processes.  Advanced knowledge regarding terminology, discovery, pleadings, civil court deadlines, trial prep and scheduling expert depositions both retained and non-retained.  
• Preferred: 10-15+ years insurance defense or a combination of both insurance defense and at minimum 2-4 years civil litigation experience. Advanced legal secretary skills and experience supporting multiple attorneys 3+.  Experience in complex/multiple party cases.  Relevant work experience in the legal field; equivalent combination of education and/or experience considered.

Skills and Abilities:

• Minimum: Ability to multitask and prioritize assignments; organization skills with an eye for details; ability follow directions; typing minimum 75+ wpm; Advanced knowledge of legal terminology and legal document management (e.g., briefs, summonses, complaints, motions, pleadings and discovery). Effective oral and written communication skills with knowledge of correct grammar, spelling, and punctuation usage; Ability to independently compose/draft routine pleadings and correspondence; Ability to independently utilize and process available resources; Detail orientated; Ability to accurately calendar and manage conflicts across multiple calendars; Proficient in Microsoft Office applications such as Word, Excel and Outlook; 
• Preferred: Ability to work independently; Ability to multitask and prioritize; organization skills; Proactively handle tasks; 75+ wpm; Advanced knowledge of local and state rules; Advanced verbal and written communication skills; Advanced experience and ability to accurately calendar and manage conflicts across multiple calendars; Advanced knowledge and proficiency in scheduling retained and non-retrained experts;  Advanced experience in Trial and post-trial deadlines and pleadings.

Perks and Benefits

We offer many great benefits, including:

• Competitive compensation
• Flexibility to work from anywhere in the United States for most positions
• Paid time off (vacation time, sick time, 9 paid Company holidays, volunteer hours)
• Incentive bonus programs (potential for holiday bonus, referral bonus, and performance-based bonus)
• Medical, dental, vision, life, and pet insurance
• 401 (k) retirement savings plan with company match
• Engaging work environment
• Promotional opportunities
• Education assistance
• Professional and personal development opportunities
• Company recognition program
• Health and wellbeing resources, including free mental wellbeing therapy/coaching sessions, child and eldercare resources, and more

Pay Range

USD $63,410.00 - USD $117,348.00 /Yr.