Tax Legal Secretary (12 month FTC)

POSITION OVERVIEW

Performs a variety of secretarial and administrative duties for attorneys to whom assigned according to established policies and procedures. Maintains positive contact with clients, attorneys and staff and observes confidentiality of client matters.

JOB RESPONSIBILITIES (This list is not exhaustive and may be supplemented and changed as necessary.)

The Legal Secretary must have the ability to communicate effectively, establish good working relationships and anticipate the needs of the attorneys, demonstrating excellent attention to detail and a high level of confidentiality and professionalism. Must be a resourceful team-player who can work in a progressive, fast-paced environment with competing demands, while remaining flexible, proactive and efficient.
• Utilises the Firm’s computer systems and software applications.
• Follows the Firm’s document processing methods and procedures, creates, spell checks, edits and proofreads work product to ensure accuracy and completeness.
• Transcribes from handwritten materials and (if applicable) dictation.
• Establishes and maintains calendar and deadline reminder systems.
• Organises and prioritises telephone calls, mail, documents and projects.
• Deal with incoming/outgoing mail as appropriate.
• Schedules and organises activities such as meetings, conferences, departmental activities.
• Books travel/accommodation arrangements, prepares itineraries and follows up on travel expenses to process for payment.
• Maintains e-filing and management of inboxes, and records management systems.
• Opens new files, maintains all client and general files. Conducts periodic review for possible storage of older files; prepares files to be closed.
• Updates client contacts regularly using Client Relationship Management system (CRM).
• Ensures that attorneys weekly timesheets entries are dealt with in a timely manner.
• Prepares legal documents and provides administrative support for partners and attorneys to whom assigned.
• Exercises discretion and judgement, prioritises effectively and often handles requests from multiple functional areas and external parties.
• Observes confidentiality of attorney-client relationship.
• Works closely with administrative support staff.
• Provides additional support during secretarial team members holidays and other absences.
• Performs overload document work requests, filing, photocopying, as requested by other attorneys/ departments.
• Attends regular technical training and/or mandatory training.
• Attends team, departmental and/or Firm-wide meetings/townhalls.
• Other related duties and projects as required.

QUALIFICATIONS

Education, Work Experience, Skills

• Ideally 2 years’ legal secretarial experience in order to gain an understanding of law office policies and procedures and produce accurate legal documents with minimal supervision.
• Excellent English language and grammar skills.
• Ability to transcribe legal documents, correspondence and reports from rough draft or dictation at a level of 70 wpm.
• Ability to organise and prioritise numerous tasks and complete them under time constraints.
• Ability to proofread typed material for grammatical, typographical or spelling errors.
• Interpersonal skills necessary in order to communicate and follow instructions effectively from a diverse group of clients, attorneys and staff to provide information with ordinary courtesy and tact.
• Work occasionally requires additional hours to perform the essential duties of the position.
• Ability to work effectively and efficiently with co-workers; work as a team to accomplish tasks and produce final work product.
• Maintains positive contact with clients, attorneys and staff and observes confidentiality of client matters.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.
Technologies/Software
• Microsoft Outlook, Word, PowerPoint, Excel
• Visio a plus

Tools and Equipment

• Standard office equipment to be used (telephones, PC, laptop, scanners and photocopiers).