Legal Secretary

Hall Booth Smith, P.C. in Palm Beach, Florida is seeking a legal secretary with two or more years of litigation experience. Experience in Labor and Employment law is preferred.

About the role

Responsible for providing full administrative support services to attorneys while remaining flexible to assist in various critical areas throughout the firm.

Responsibilities

• Transcribe dictation and format letters, pleadings, and other legal forms
• Prepare rough drafts and proofread legal documents before finalizing
• Copy and mail letters, documents, and packages via Certified, Registered USPS, FedEx, or courier
• Properly file legal documents with the courts and ensure cc/bcc distribution to appropriate parties
• Ensure compliance with client guidelines for document preparation, mailing, and other requirements
• Open new files, perform conflict checks, and draft client acknowledgment or engagement letters
• Maintain file content, indexes, and tabulations
• Maintain accurate computer records and client/case information
• Enter, proofread, and balance attorney billable time regularly
• Maintain attorney calendars, noting due dates for answers, depositions, hearings, and trials
• Manage or route attorney mail to appropriate counsel
• Review and confirm client bills and invoices, forwarding for payment per client guidelines
• Close and prepare files for storage
• Prepare or assist in preparing files for upcoming hearings and depositions
• Answer and screen calls for attorneys with professionalism and tact
• Schedule depositions as needed
• Participate in strategic planning committees
• Mentor and train new employees
• Perform receptionist duties and provide support outside the scope of this job description as needed

Requirements

• Two or more years of litigation experience
• Accurate typing speed of 70 words per minute
• Knowledge of court rules and legal document formats (e.g., Requests for Reproduction of Documents, Responses to Interrogatories, Motions)
• Broad knowledge of legal, medical, and related terminology
• Strong spelling, grammar, and proofreading skills
• Excellent organizational and prioritization abilities
• Impeccable integrity in handling confidential matters
• Professional interpersonal skills for communicating with attorneys, staff, and clients
• Comprehensive computer and office equipment experience

Physical Demands

• Work occasionally requires more than 40 hours per week
• Prolonged sitting, bending, stooping, and computer keyboarding
• Continuous use of hands and telephone contact
• May require lifting 25–50 lbs. or more
• May require driving to offsite locations for document collection or filing