Family Law Legal Secretary
Hoge Fenton - San Jose, CA
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Hoge Fenton is a law firm headquartered in Silicon Valley providing legal services in a broad range of areas of law. We are recruiting for a full-time Family Law Legal Administrative Assistant (Legal Secretary) in our San José office.Job SummaryThe primary responsibilities are to perform secretarial and administrative duties to support attorneys and paralegals in the firm's Family Law Practice Group on family law matters.The legal administrative assistant ensures administrative tasks are handled promptly and professionally for attorneys and legal professionals in this fast-paced practice group. With a keen attention to detail, this position will ensure accuracy and adherence to legal formatting and terminology, keep documents and workflow organized, and maximize the use of software for efficient document processing, retrieval, and usage.Job Duties and Responsibilities· Opens and closes matters promptly and in accordance with firm and practice group policies and procedure; obtain new client matter information, such as contact information, scope of engagement, fee agreement, conflicts results, financial and corporate standing reports, conflict waivers; enter new client matter information in ProLaw and NetDocs, and keep updated throughout engagement· Communicates with clients and other parties electronically and by phone at the direction of their assigned timekeepers· Greets and assists clients and other visitors to the firm; arranges parking and building security access, reserves conference room and ensures technical needs are arranged· Creates, formats, proofreads, redlines, and edits drafts of documents including administrative correspondence and all forms of litigation documents· Formats and prepares documents for filing· Schedules and reserves dates for hearings with California Family Court· Maintains attorney calendars; schedules conferences and meetings; schedules, calculates, records and monitors all court appearance dates and associated deadlines; calendars depositions and discovery deadlines· Arrange court reporters for hearings and depositions· Responsible for profiling documents into NetDocs following practice group guidelines· Organize exhibits, documents, evidence, briefs and appendices; prepare documents and binders for hearings, trials, and meetings· Maintains client and administrative files in accordance with firm policies and procedures· Monitor and assist attorneys regarding the status of receivables· Review and approve vendor invoices and ensure they are submitted to accounts payable department· Manage incoming mail process: copy/download, scan, name, and file mail for attorneys according to practice group guidelines; calendar dates and determine next steps based on the content of the correspondence· Coordinate attorneys' travel arrangements; book airfare, hotel, and make other arrangements as needed· Keeps record of attorney's expenses for submission to Accounting Department· Register attorneys for professional, business development, and continuing education events· Assists with attorney timekeeping, as well as invoice reviewing and processing· Assists with other duties as assigned· Backs up assigned team membersEducation, Experience, Skills:· High School education or equivalent required; Bachelor's degree preferred· At least two years as a family law legal secretary· Strong skills with Microsoft Word, Outlook, Excel, and PowerPoint· Knowledge of legal calendaring required· Knowledge of e-filing in State Courts in Bay Area counties (Santa Clara, Alameda, Contra Costa, San Francisco, San Mateo)· Strong word processing skills using Microsoft Word· Strong work ethic· Well organized· Punctual and reliable· Keen attention to detail· Ability to multi-task· Ability to prioritize and manage deadlines· Ability to think critically and analytically in a pressured environment· Strong proofreading skills· Ability to work under pressure of deadlines· Maintains a method of tracking one's own assigned tasks in an effective and systematic manner· Works efficiently and effectively using the firm's systems, software, and procedures· Ability to clearly and effectively communicate with varying levels of people within the organization· Ability to constantly adapt and develop skills as they become necessary· Excellent verbal and written communication skills to interface with attorneys, clients, vendors, court personnel, and other staff members· Practices and fosters an atmosphere of teamwork and cooperation; work productively and cooperatively with other employeesPhysical Requirements:· Essentially a sedentary position· May be required to travel to other work locations for meetings, document production, and/or trial· Normal effort of general office work typically including bending, moving and lifting up to 25 pounds; working at computer terminals and telephonesThe hourly base salary range for this position is $42 to $47. This salary range represents the firm's good faith and reasonable estimate of the range of possible compensation at the time of posting. Actual compensation will depend upon a number of factors, including but not limited to, the candidate's years of experience, qualifications, and skill set.If you think you belong on our team, please forward your resume, cover letter, and salary expectations to Debbie Sanders, Director of HR and Operations; debbie.sanders@Hoge Fenton has a strong commitment to diversity. We strive to recruit and retain a work force that welcomes and supports the interests of women, families, and people of any age, race, creed, religion, color, national origin, ethnicity, gender, sexual orientation, gender identity/gender expression, disability, or military or veteran status. Our environment is collegial, collaborative, flexible, and supportive.
Created: 2024-10-11