Legal Administrative Assistant

Job Description

Legal Secretary | Hall Booth Smith, P.C.

The Tone:
This is an in-person, full-time role at Hall Booth Smith, P.C., responsible for providing comprehensive administrative support services to attorneys. This position is essential for maintaining efficient legal operations and ensuring attorneys receive critical assistance across various areas of the Firm. The individual in this role will play a significant part in enhancing the legal team’s productivity and overall client service.

The TL;DR
• Role: Experienced
• Type: Full-time
• Location: In-person

• Team: Supports multiple attorneys and collaborates with paralegals.
• Mission: To provide comprehensive administrative support to attorneys, ensuring efficient legal operations and compliance with client and court requirements.

What You’ll Actually Do
• Document Preparation: Draft, proofread, and meticulously format a wide array of legal documents, including pleadings, letters, and forms, based on transcribed dictation and initial rough drafts, ensuring professional presentation.
• File & Case Administration: Oversee the complete lifecycle of client files, from accurately opening new cases and conducting essential conflict checks to consistently maintaining file content, indexes, tabulations, and preparing files for archival storage.
• Court & Client Correspondence: Ensure precise and timely filing of all legal documents with the appropriate courts, manage the distribution of all incoming and outgoing mail, and uphold strict adherence to client-specific guidelines for documentation, copying, and communication protocols.
• Calendar & Financial Management: Proactively maintain attorney calendars by noting all critical due dates for answers, depositions, hearings, and trial calendars, while also accurately entering and balancing attorney billable time and processing client bills and invoices for regular payment.
• Office & Team Support: Provide general office support by answering and screening calls with professionalism, scheduling necessary depositions, performing receptionist duties as needed, actively participating in strategic planning committees, and mentoring new legal secretaries joining the team.

The Must-Haves
• Background: An experienced professional holding a high school diploma or general education degree, who possesses a comprehensive understanding of various court rules and filing requirements, the correct format for diverse legal documents, and broad terminology relevant to particular practice areas (legal, medical, and others).
• Experience: Demonstrated proficiency in the use of comprehensive computer software and general office equipment, coupled with an accurate typing ability of 70 words per minute.
• Skills: Exceptional organizational, prioritization, proofreading, and attention to detail skills are essential for the timely, effective, and accurate performance of all job duties; strong interpersonal skills are necessary to communicate with a diverse group of attorneys, staff, and clients with ordinary courtesy, diplomacy, and tact; and impeccable integrity is required for handling all confidential matters.