Legal Secretary - Workers' Comp

Description:

Are you an organized, proactive professional who thrives in a fast-paced legal environment? Do you take pride in keeping things running smoothly, supporting attorneys at a high level, and being a trusted member of a collaborative team?

If so, Mokri Vanis & Jones, LLP may be the place for you.

We are a growing, multi-office law firm built on teamwork, professionalism, and mutual respect. As we continue to expand, we are seeking talented Legal Secretaries who are looking for more than just a job—we are looking for individuals who want to build a long-term career with a firm that values hard work, communication, and professional development.

At MVJ, our Legal Secretaries are essential members of the legal team, partnering with attorneys through every stage of the litigation process and helping deliver exceptional service to our clients.

The Legal Secretary is a critical member of the team who supports attorneys during all phases of the litigation process, from the initiation of a case to the discovery period, trial preparation, trial, and post-trial in their practice by assisting in the preparation service and filing of legal documents, maintaining files and calendar, and performing general administrative/clerical duties. The ideal candidate is organized, accountable, independent, and reliable with a professional demeanor and communicates and interacts well with attorneys, management, and the rest of the legal support team. He/she must have excellent problem-solving, written and verbal communication, and the multi-tasking skills.

Who We Are:

Mokri Vanis & Jones, LLP provides a full range of transaction and litigation services throughout California and Nevada. We represent a broad spectrum of clients, from major multinational corporations and financial institutions to family-owned small businesses and private individuals.

About the Role:

The Legal Secretary is a critical member of the team who supports attorneys during all phases of the litigation process, from the initiation of a case to the discovery period, trial preparation, trial, and post-trial in their practice by assisting in the preparation service and filing of legal documents, maintaining files and calendar, and performing general administrative/clerical duties. The ideal candidate is organized, accountable, independent, and reliable with a professional demeanor and communicates and interacts well with attorneys, management, and the rest of the legal support team. He/she must have excellent problem-solving, written and verbal communication, and multi-tasking skills.

What You'll Do:

• Prepares documents from written and oral dictation; composes drafts, and revises documents, forms, and other items as required.
• Schedules couriers, notarial services, court reporters, and other special functions as needed.
• Transmits documents to clients, courts, and other agencies via appropriate method of service.
• Opens, reviews, and directs incoming mail.
• Composes, types, and distributes correspondence, including e-mail and faxes, using individual initiative and as assigned.
• Organizes and maintains electronic file system; processes all documents for appropriate filing.
• Answers and screens telephone calls, assisting callers whenever possible without giving legal advice; arranges conference calls.
• Coordinates attorney appointments and due date calendars, ensuring that all dates are communicated with the appropriate party.
• Prepares trial binders; coordinates trial exhibits.
• Conducts research as requested utilizing appropriate reference sources.
• Assists in development and implementation of office systems and procedures as needed.
• Assists with special projects as assigned.
• Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing as needed.
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
• Performs other related duties as assigned by management.
• Receive and transcribe legal dictation of status reports, conference summaries, settlement disbursement reports, etc.
• Proofread and correct prepared materials for correct grammar, spelling, punctuation, format, syntax, and content.
• Compose routine letters and memoranda using knowledge of work area instructions and guidelines.
• Maintain files, logs, and other information in connection with the work under the control of the assigned attorney.
• Prepare Pre-Trial Conference Statements, settlement documents and Trial exhibits in advance of hearings and depositions as applicable.
• Accurately document all billable work and tasks according with billing procedures.
• Operate standard office equipment such as copy machines, scanners.
• Receive and place telephone calls.
• Other duties as assigned.

Requirements:

About You:

• Dedicated, detail-oriented, and customer-service savvy interactions.
• Ability to interact effectively with a wide range of staff throughout the company.
• Aptitude in identifying and resolving issues in file resolution and litigation timeliness.
• Drafting and analytical skills to update and develop new operational procedures.
• Strong familiarity with civil procedure, including understanding motion content and court filings.
• Skill working with and driving attorneys.

Your Qualifications:

• Associate's degree (A.A.) or equivalent, three to five years related experience, or equivalent combination of education and experience.
• Excellent verbal and written communication skills.
• Excellent grammatical and spelling skills.
• Proficient on Outlook and Microsoft products.
• Knowledge of court procedures and rules.
• Commitment to excellence and high standards.
• Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
• Strong interpersonal skills.
• Ability to understand and follow written and verbal instructions
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Good judgement with the ability to make timely and sound decisions
• Creative, flexible, and innovative team player
• Ability to work independently and as a member of various teams and committees.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Acute attention to detail.
• Demonstrated ability to plan and organize projects.
• Ability to perform diversified clerical functions and basic accounting procedures.
• Ability to effectively communicate with people at all levels and from various backgrounds.
• Knowledge of EAMS FileNet, Outlook, Word, Excel, Adobe Acrobat, Dropbox, or other shared cloud storage.

Your Competencies:

Oral Communication-Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

Written Communication-Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

Planning/Organizing-Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.

Professionalism-Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Attendance/Punctuality-Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

Dependability-Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Frequently required to sit
• Occasionally required to stand and walk
• Frequently required to utilize hand and finger dexterity
• Occasionally required to climb, balance, bend, stoop, kneel or crawl
• Frequently required to talk or hear
• Frequently required to utilize visual acuity to operate equipment, read

technical information, and/or use a keyboard

• Occasionally required to lift/push/carry items less than 25 pounds

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 duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.