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Bilingual Legal Secretary

Houston, TX

Order: 102831

Downtown Houston Law Firm is seeking Bilingual Legal Secretary!

 

The secretary will be working with two Spanish speaking attorneys. Candidates MUST have strong Spanish skills. Candidates would also need to have experience with billing, which can be complex. For this position it is important candidates are energetic, motivated to learn the practice and the clients, and possess good attitude!

 

  • This position is required to provide administrative support for attorneys (typically 4-6) including document support, billing, expense reports, travel arrangements, etc.

  • Efficiently handles/sorts mail when attorney/paralegal is in or out of office; coordinates deadlines, such as courier messenger with Mail Services, completes cover letters, labels, air freight forms; oversees entire mailing process (including being responsible for those documents that go to duplicating prior to a mailing).

  • Creates/maintains efficient filing system using LegalKey software. Accurately organizes documents and where applicable files documents in binders. Maintains files in electronic format when possible.

  • Processes client bills accurately and in a timely manner following firm procedures. Works with staff in other offices to complete the billing process.

  • Responsible for travel arrangement and coordinates with the Firm’s Travel Department.

  • Completes office-related forms/reports with necessary information. Becomes familiar with firm software for expense reports, client management database, conflicts, new matter memos, processing invoices, new matter memos, etc.

  • Timekeeping including entering/printing/posting attorney/paralegal time; maintains records; notifies attorney/paralegal of timesheet deadline.

  • Enters own time into system and submitting overtime reports to Human Resources Manager.

  • Responsible for phone coverage for assignments. Uses proper vocabulary; take messages accurately and legibly; handles calls and voice mail in attorneys’ and/or paralegals’ absence; maintains records of necessary names and phone numbers.

  • Cover other desk assignments when needed and offers assistance to other secretaries on the team.

  • Utilize firm resources to assure that all work is completed in a timely manner.

  • Be aware of and receptive to any of the unique requirements of the assignment (e.g., large periodic mailings or distributions; highlighting attorney’s commitments on Daily Docket Sheet, other special situations).

  • Keep other departments up to date on upcoming closings, trials etc. so they are prepared to assist.

  • All other special duties as assigned by Attorney, Paralegal, Secretarial Services Manager or Director of Administration.

 

Qualifications:

 

Specific Technical Skills:

  • Strong Spanish skill required for this position – read, write and speak

  • Typing of 70 WPM preferred

  • Knowledge of Microsoft Office Suite, specifically Word, Excel and Powerpoint required

  • Excellent Spelling Skills

  • Ability to learn new software specific to the needs of the assignments

  • Must be able to manage the workload of five attorneys with minimal supervision

 

Education/Training/Certifications:

  • High School Diploma or equivalent required

  • Previous Legal Secretary Experience in Corporate, Transactional, Real Estate or Litigation as required for each specific position

 

Minimum Years of Experience Required:

  • Five years secretarial experience in a large law firm preferred