Transactional Legal Secretary

We currently have a great opportunity for a Transactional Legal Secretary to join our San Francisco Overflow Resources and Secretarial Support team; responsible for providing administrative and secretarial support related to the specific work and function of assigned attorneys and other timekeepers. This includes, but is not limited to, the preparation of legal documents and correspondence, client billing, timekeeping, expense reports, closing binders, client interfacing, scheduling meetings, conferences, travel arrangements, answering phones, file maintenance, and a wide variety of other clerical duties as needed. Essential Duties & ResponsibilitiesReceives and screens visitors and telephone calls; directs as appropriate.Sorts, opens and distributes incoming mail; prepares, sends, and receives emails and faxes.Schedules and arranges meetings and conferences/teleconferences, coordinates travel arrangements, and performs other duties related to maintaining attorneys’ schedules.Performs a wide variety of typing assignments that may require some research; operates personal computer to draft, edit, revise, tabulate, and print letters, tables, reports, and other materials.Draft, edit, and proofread legal documents, correspondence, and redline comparisons for correct grammar, spelling, punctuation, format, syntax, and content requiring knowledge of legal terminology and document formats, such as agreements, contracts, memos, leases from verbal or written instruction, dictation, shorthand notes, rough drafts or other material.Assist with various parts of closings, including, but not limited to, closing binders, indexes, reviews, signature packets, signature pages, finalizing documents, organization, and distribution.Provide professional client relationship management and high-level client servicePrepare and ensure client intake information follows conflict procedures for opening new files/matters.Inputs timekeeping information for attorney, paralegal, and self; prepares expense reports.Coordinates billing procedures, including invoicing, as required.Maintains contact and distribution lists and prepares labels and envelopes for large distribution and mailings.May take or transcribe legal dictation.Establishes, maintains, processes, and oversees files, correspondence, email messages, databases, records, and other documents in accordance with the Records Center filing system.Photocopying and scanning.Professionally cross-collaborate daily with other department personnel, lawyers, secretaries, and other support staff to exchange information (via email, phone, and in-person) within the Firm to facilitate the highest possible legal support.Attend and participate in departmental meetings and all training opportunities as scheduled/offered.In addition to the above, assist with special projects, related essential functions/duties, and Overflow Resources when needed. Minimum QualificationsHigh school diploma or equivalent, with additional training in word processing and computers preferred.Two years prior legal experience required.Requires knowledge of modern office practices, principles of record keeping, set-up and maintaining filing systems, and knowledge of legal phrases, terminology, and procedures.Knowledge of Microsoft Word and Outlook required. Excel and PowerPoint are a plus.Knowledge of document management systems such as iManage is a plus.Typing speed of 70 wpm.Accuracy in grammar, spelling, and punctuation.May require skill in using Dictaphones and other transcribing equipment/software.Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, and other office procedures and terminology. CompensationSalary to be based upon experience; we're targeting between $70,000 and $85,000 annual.For the first 90 days, you will be required to work completely onsite. Hybrid work arrangement is out of our San Francisco office, with the expectation to be in the office 4 times per week and on an as needed basis.We offer comprehensive benefits including medical, dental, and vision as well as 401(k), sick and vacation time. Cox, Castle & Nicholson is an Equal Opportunity Employer. Cox, Castle & Nicholson provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Cox, Castle & Nicholson will consider qualified applicants with criminal histories in a manner consistent with the City of Los Angeles Fair Chance Initiative for Hiring Ordinance (FCIHO). To view our privacy policy, please visit: www.coxcastle.com/privacy