Secretarial Support Specialist (Word Processor)

Location
Washington D.C.
Salary
Depends on experience
Posted
Sep 27, 2017
Closes
Nov 01, 2017
Industry
Law
Hours
Full Time

The Secretarial Support Specialist provides document and administrative support to the firm’s attorneys, legal assistants and administrative departments, and is responsible for document production in various software applications and providing general office support.

POSITION HOURS:

10:30 am - 7:00 pm

RESPONSIBILITIES

Documents:

  • Document production and editing utilizing Windows 7/10, Microsoft Office 2010/2016 (Word, Excel and PowerPoint), Microsoft Outlook, Visio, Litera Change Pro, Nuance PDF Converter, Adobe Acrobat, Best Authority, and other similar software
  • Assist with document conversion and clean up; create and revise complex legal documents adhering to Firm styles and guidelines
  • Printing complex documents (i.e., Excel spreadsheets, data room sites, etc.) that require advanced knowledge of software
  • Facilitate the creation and editing of Tables of Authorities and Tables of Contents
  • Burning CD/DVDs and preparation of labels
  • Create CD closing binders that contain hyperlinked indexes and bookmarking PDF's
  • Data entry utilizing various software applications and/or transcription of analog or digital dictation
  • Stay abreast of technology and software changes within the firm in order to be an 'expert' in document preparation 

Administrative:

  • Provide back-up assistance to attorneys at assigned location, when necessary
  • Perform Internet research, as requested
  • Execute court filings, as requested
  • Maintain client management system
  • Make travel arrangements
  • Open new client matters
  • Input attorney time
  • Coordinate and process client invoices
  • Prepare check requests, expense and reimbursement forms
  • Maintain files and prepare for storage (LegalKey)
  • Answer and screen telephone calls and take messages
  • Manage attorney calendars; schedule meetings and conference calls
  • Open, sort and distribute mail
  • Copy, fax, and file documents
  • Provide back-up, short/long-term replacement assistance at secretarial desks, as needed
  • Perform other duties as requested
  • Other duties as assigned

MINIMUM QUALIFICATIONS REQUIRED:

Education:

  • High school diploma required
  • Microsoft Office certification preferred 

Experience:

  • 3+ years of word processing/legal secretarial experience at a law firm required
  • Minimum typing speed of 70 wpm
  • Advanced knowledge of: Windows 7/10, Microsoft Office 2010 or 2016 (including Word, Excel and PowerPoint), Microsoft Outlook, Best Authority (or similar program), Litera ChangePro (or similar program)
  • Adobe Acrobat Professional (or similar program); and familiarity with Visio other similar software
  • Proficient in E-Docs or familiarity with document management systems
  • Knowledge of graphics programs such as Adobe Photoshop, Illustrator or desktop publishing is helpful

Skills:

  • Ability to work through complex document markups and instructions in a timely manner 
  • Ability to juggle various assignments simultaneously
  • Must have or be willing to obtain a D.C. Notary commission