Job Description

Freeman Mathis & Gary is a dynamic and growing 400+ lawyer national litigation firm, with thirty-nine offices in twenty-one states. The Legal Secretary aids the Firm in one of our primary functions, supporting our attorneys in the day to day needs of their practice. The position maintains calendars, drafts, and proofreads legal correspondence while coordinating Firm resources to meet important deadlines. Work is completed via the use of several software programs. An understanding and comfort with computer systems and operating in a paperless environment is required. The role requires problem solving, research and a willingness to follow tasks through to completion. Excellent communication and prompt follow up with attorneys, staff, vendors, and clients is required. Legal Secretaries are encouraged to maintain a positive attitude in the face of complex challenges and always demonstrate professionalism. FMG Law operates a four to one desk, meaning each staff person is responsible to support at least four attorneys, or more. Finally, maintaining the confidentiality of client and Firm matters is central to the role.

The following set of success factors describe the characteristics of those who are successful in our Firm:

• Helpful, Congenial, Personable, Positive
• Unpretentious, Approachable, Respectful, Team Oriented
• Accountable, Takes Ownership, Corrects Mistakes
• Organized, Timely, Confidential, Responsive (within 24 hours)

Essential Job Functions:

• Drafts and reviews legal correspondence including thoroughly proofreading for errors in grammar, spelling, punctuation, and formatting prior to distribution or filing.
• Prepare pleadings, discovery requests and responses, case management statements, deposition notices and subpoenas for filing and service, including generating table of contents and table of authorities.
• Prepares and collects conflict of interest checks, opens new files, and maintains client files, including contact information for all parties in practice management system.
• Perform all file maintenance, including saving documents to the document management system and updating pleading indices.
• Maintains attorneys’ calendars with hearing dates, filing deadlines, and other dates of importance, including keeping the attorneys up to date as to what is coming up, due and aware of potential conflicts.
• Makes client and client-related appointments for attorneys, as necessary. Schedules depositions, court reporters, and court appearances.
• Timely reviews and ensures accuracy of vendor invoices; prepares accurate check requests and timely submits invoices for payment to accounts payable.
• Prepare expenses reports and respond to billing department questions regarding litigation task codes, narrative length, and carrier appeals.
• Possesses knowledge of client-specific billing guidelines and restrictions and consistently applies those guidelines to ensure compliance and cost-effective practices.
• Maintain a professional demeanor with all Firm’s clients, attorneys, staff, and vendors.
• Respond to messages and requests in a timely manner, ideally within 24 hours.
• Accurately scan and upload one hundred or more pieces of correspondence in relation to case matters daily. Follows the standard naming and profiling conventions when scanning, emailing, and saving documents to the document management system.
• Accurately follow instructions specific to attorney specification.
• Ability to organize and prioritize numerous tasks and complete them under time constraints with minimal supervision.
• Proficient in software programs such as Microsoft Word, Outlook, PowerPoint, and Excel, or other similar software programs necessary to perform essential duties of the position.
• Provide assistance to others within firm when requested based on priorities of current work-in-hand, promoting teamwork and mutual cooperation among all staff members.
• Additional duties as assigned.

Education, Experience, and Skills:

• High School Diploma required. Bachelors’ Degree preferred (Legal Studies, English, Business).
• Three years of Litigation Legal Secretary experience required.
• Working knowledge of litigation tasks including service deadlines, familiarity with California Rules of Court, California Code of Civil Procedure and Federal Rules of Civil Procedure.
• Familiar with state and US Federal Court Case Management/Electronic Case File (CM/ECF)/PACER system, including submission of electronic filings.
• Proficiency with MS Office and HTML (web-based) programs. Experience with iManage, Fulcrum and/or Litify ideal.
• Ability to electronically create tables of contents and tables of authorities.
• Ability to multi-task, prioritize and work under tight deadlines.
• Top-notch organizational skills for optimal workflow and efficiency.
• Excellent time management skills.
• Demonstrates a strong attention to detail, catches errors and corrects them quickly.
• Ability to perform at high levels in a fast-paced, dynamic work environment.
• Adaptable to changing priorities and work demands.
• Pro-active, follows through with minimum direction, and displays initiative.
• Exhibits a positive attitude and has confidence.

EEO Statement

Freeman Mathis & Gary, LLP (FMG) is committed to providing equal employment opportunity to all applicants and employees by maintaining a workplace free of discrimination on the basis of race, color, religion, sex, national origin, age, disability, genetic information, or other protected group status as provided by law. FMG complies with all applicable federal, state, and local laws. Employment dependent on successful completion of a background check and drug screen.

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