Nationwide Legal Administrative Specialist in Newport Beach, California

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Performs a variety of legal secretarial and administrative duties for Managing Attorney, many of which are unique to a legal environment and require a working knowledge of property casualty operations, legal concepts, terminology, and processes. As directed may be responsible for supervision, training and continuity of work flow in the office.

Job Description

Relationship: Reports to Managing Attorney in office(s) with 10 or more direct reports. This position may or may not have secretarial direct reports.

Core Responsibilities:

  • Maintains a working knowledge of filing fees, filing periods, court peculiarities and procedural differences of all courts and/or worker’s compensation boards. As assigned may be responsible for training associates on office procedures, word processing, and internal management systems. Additionally, may be responsible for coordinating work of assigned associates, planning and monitoring work distribution, and reviewing their work periodically. Performance file reviews and provides updates and feedback to Managing Attorney. Organizes coverage for scheduled and unscheduled secretarial absences within assigned office to maintain workflow timeliness.

  • Prepares documents such as entries of appearance, notices of depositions, requests for production, and settlement documents by retrieving and using appropriate information from specific files. Etc. Prepares and monitors reports as requested.

  • Types complex legal pleadings, briefs, correspondence, memoranda, reports, discovery notices, responses and motions, ending with a final product suitable for filings.

  • Maintains a daily calendar in internal management system for attorney(s).Responsible for reminders to Managing Attorney on pleadings and discovery matters. Maintains office calendar for Managing Attorney

  • Communicates effectively and efficiently with support staff to ensure timely completion of assignments.

  • Schedules depositions, judicial conferences, meeting with clients, doctors and other counsel for Managing Attorney.

  • Travels to courthouses to check court dockets and retrieve information on service of process, etc. and to make filings with the Courts. Also, may travel to law offices elsewhere to make filings, deliveries, and pick-ups.

  • Understands and maintains confidentiality in respect to the attorney-client privilege/relationship, HIPPA, trial strategies, Ethics rules, the identities of plaintiff, defense clients and claims customers.

  • Understands and has working knowledge of each file assigned to the Managing Attorney, knows parities involved, basic facts, general discovery, arbitration or trial status, and major discovery to be accomplished. Inputs and retrieves information through matter management system.

  • Answers telephone, takes messages, and handles more complex inquiries. Directs or redirects calls.

  • Assist the Managing Attorney with onboarding of new associates, including participating in and providing assist in staffing development and general training.

  • Maintains proficiency in all office platforms and office related technology including but not limited to the application and use of all office wide business applications, as well as Microsoft office 365 programs, as necessary.

  • May have secretarial direct reports, position would be responsible for performance coaching and assessment, salary administration, training and development in partnership with Managing Attorney.

  • Together with and under the direction and supervision of the Managing Attorney, handles performance and disciplinary matters related to support staff, including the execution of performance related investigation and documentation.

Typical Skills and Experiences:

Education: Associate’s degree or equivalent from two-year college or Bachelor’s degree from four-year college or university.

Experience: Five years related experience and/or training; or equivalent combination of educational and experience in order to gain an understanding of law office policies and procedures and produce accurate legal documents with minimal supervision.

Skills/Competencies: Ability to handle pressure, extended hours as needed, interruptions, and multiple projects with frequently changing priorities in an efficient manner, rapid turnaround as required, and generally perform in a fast-paced environment. Self-starter with ability to work independently, possess a willingness to help others. Excellent customer service and writing skills. Proficient in all areas of technical support and execution in the law of the jurisdiction so assigned and a strong working knowledge of all applicable software is required. Ability to adjust to multiple task from Managing Attorney. Strong written and verbal communications skills for contact and interaction with attorneys, support staff, paralegals, court personnel, policyholders and claims staff.


Overtime Eligibility: Eligible (Non Exempt)

Working conditions: Professional law office environment. Local travel to courts, law offices. Occasional overtime.

Credit Check: Due to the fiduciary accountability of this job, a valid credit and/or background check will be required as part of the selection process.

ADA: The above statements cover what are generally believed to be principal and essential functions of this job. Specific circumstances may allow or required some people assigned to the job to perform a somewhat different combination of duties.

Additional Job Description

Position Grade: E2


Job ID: 55662