Career Opportunities in Northern California

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(March 12, 2020) Legal Secretary - Entry Level (Solano County)

This class is the entry level in the Legal Secretary series and is characterized by the responsibility to provide clerical and administrative support in the preparation, processing, coordination, tracking and filing of cases. 

The eligible list created as a result of this recruitment will be used to fill full-time and part-time regular, limited-term or extra-help positions as vacancies occur throughout the County.

POSITION REQUIREMENTS

Education and/or Experience:   High school diploma or GED; supplemented by six (6) months of full-time work experience in preparing and processing legal documents, preferably for a governmental agency, that demonstrates possession of and competency in the requisite knowledge and abilities.

SUPPLEMENTAL INFORMATION

Positions allocated to this class may require bilingual skills. To view the job description for this position, please visit: http://www.solanocounty.com/civicax/filebank/blobdload.aspx?blobid=15867

(February 14, 2020) Litigation Legal Secretary (Sacramento)

Meyers Nave is recruiting for a Litigation Legal Secretary.  This is a nonexempt position reporting to the Director of Administration and is located in the Firm’s Sacramento office.

ABOUT MEYERS NAVE

Meyers Nave has an exceptional reputation in California as a go-to law firm that clients rely on to handle their highest profile, most complicated and often most controversial transactions and litigated matters. Attorneys work in multi-disciplinary teams to help public agencies, private businesses and non-profit organizations navigate complex local, state and federal laws and regulations.  Meyers Nave was founded over 30 years ago and has grown into a state-wide firm with approximately 65 attorneys in five locations.

JOB SUMMARY

The Litigation Legal Secretary is responsible for providing administrative support to attorneys on a day-to-day basis, as well as working closely with clients and other team members to ensure effective and timely attention to important legal matters.

ESSENTIAL FUNCTIONS

The position’s essential functions include but are not limited to the following:

  • Draft, review and revise legal and non-legal documents including correspondence and memoranda, pleadings, PowerPoint presentations, budgets, etc.;
  • Format court pleadings according to applicable court rules and generate tables of authorities and tables of contents using Firm software;
  • Demonstrate understanding of, and facility with, local rules of court, municipal, state and federal rules of procedure;
  • File documents with courts and administrative bodies, including electronic filing where applicable;
  • Arrange for service of pleadings and subpoenas;
  • Assist with preparation for and scheduling of meetings, teleconferences, conferences and travel;
  • Organize documents, and prepare binders and files to house relevant legal and non-legal materials;
  • Review incoming mail and route to attorneys, the Firm’s Calendaring Department, and others;
  • Maintain electronic and physical case files;
  • Demonstrate understanding of municipal law documents, including staff reports, resolutions, ordinances, agendas and notices;
  • Partner with Firm’s Records Group to create, review and maintain electronic and physical case files;
  • Assist with tracking and management of various projects;
  • Maintain shared office calendars and individual attorney/director calendars in Outlook, partnering with the Firm’s Calendar Group when necessary;
  • Enter attorneys’ billable time as requested according to Firm billing policies and coordinate with Firm’s billing personnel to facilitate attorneys’ timely review of monthly billing statements;
  • Proofread
  • Prepare check requests and coordinate payment to vendors when necessary;
  • Prepare expense reports and book travel arrangements;
  • Answer phones for attorneys/directors, direct incoming phone calls and greet clients and guests;
  • Regular, reliable and punctual on-site attendance;
  • Back up secretaries during planned and unplanned absences;
  • Take direction and apply corrections to future revisions;
  • Partner with attorneys to proactively manage their business development activities;
  • Maintain composure and work efficiently and accurately during highly stressful circumstances;
  • Demonstrate excellent customer service;
  • Build relationships with key staff in client offices, including periodically traveling to client sites;
  • Work cordially, cooperatively and productively with Firm employees; and
  • Work overtime as needed to complete essential functions.

Management retains the right to add to or change the essential functions of this position at any time.

QUALIFICATIONS

The following qualifications are required unless otherwise noted:

  • High school diploma required; Bachelor’s degree or paralegal certificate preferred;
  • Minimum of five years of legal secretary/legal assistant experience;
  • Prior litigation experience is required; appellate experience is preferred;
  • Superior customer service skills;
  • Ability to take direction and apply corrections to future revisions;
  • Strong organizational skills and ability to contribute to streamlining processes;
  • Accuracy in grammar, spelling and punctuation;
  • Ability to work well under pressure and multi-task in a fast-paced, deadline-driven environment;
  • Strong attention to detail;
  • Pro-active self-starter with ability to work independently, as well as in a team environment;
  • Experience using Microsoft Office (experience using Office 2016 Suite is preferred); and
  • Prior experience with iManage, Best Authority, time and billing systems, and Adobe Professional is preferred.

Meyers Nave is an equal opportunity employer and does not discriminate on the basis of any qualified applicant’s race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, military or veteran status or any other category protected by law.

HOW TO APPLY:

Interested candidates should submit a cover letter and resume by email to meyersjobs@meyersnave.com

(February 13, 2020) Legal Secretary (Sacramento)

Fisher Phillips, a national employment and labor law firm, is seeking an experienced Legal Secretary for its Sacramento office.  Our range of experience and expertise enables us to bring efficient and practical solutions to today’s labor and employment law problems. For more information about the firm, please visit us at our website at www.fisherphillips.com.

Position Summary

This position has dual performance function, first supports the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys, performing complex and specialized secretarial and clerical tasks, and working collaboratively and cooperative with others in a team-oriented environment. This position supports a set of attorneys as a primary assignment and also provides back-up secretarial assistance to others as assigned.

Primary Responsibilities

  • Provides excellent customer service: answer main phone lines and direct calls; greet clients and vendors
  • Ensures that mail is sent out of the office, i.e. regular mail, certified mail, or overnight mail.
  • Performs legal research.
  • Performs e-filings, prepare pleadings notebooks, update indexes and prepare exhibits.
  • Maintain and organize files in an orderly manner.
  • Ability to draft standard pleadings, correspondence, memoranda and other documents.
  • Timely reviews and ensures accuracy of vendor invoices; prepares accurate check requests and timely submits invoices for payment to client or accounting.
  • Possesses knowledge of client-specific billing guidelines and restrictions and consistently applies those guidelines to ensure cost-effective practices.
  • Participates in the timely review and submission of prebills and/or client bills.
  • Possesses strong clerical skills including typing, transcribing, word processing, mail and contact management, spreadsheets, presentations, and all of the firm’s systems and databases.
  • Accurately files court documents both electronically and in document form and able to determine and follow any local or judge specific requirements related to same.
  • Exhibits good judgment and organizational skills to receive, record and disseminate all information on behalf of the clients and assigned attorneys (e.g., mail, interoffice mail, email, etc.)
  • Consistently provides friendly and helpful telephone support and/or receptionist relief.
  • Regularly and accurately proofreads all documents to ensure accuracy and completeness prior to distribution or filing.
  • Regularly anticipates the needs of assigned attorneys in order to promote timekeeper efficiencies (i.e., drafts correspondence, prepares shell pleading and discovery documents in advance).
  • Routinely reviews and follows-up on client deadlines and calendar appointments.
  • Coordinates and makes necessary arrangements for meetings (i.e., depositions, mediations, interviews, and vendor and facility reservations).
  • Assists assigned attorneys with completing and tracking CLE compliance, presentations and training programs, other business development activities, and organizing all other non-billable activities.
  • Accurately prepares and submits client intake forms.
  • Follows the standard naming and profiling conventions when scanning, emailing, and saving documents to the document management system.
  • Regularly and consistently updates client files, notebooks, and pleading indices.
  • Maintains attorney specific case lists, charts, and status of cases and outcomes.
  • Understands and accurately manages audit requests.
  • Consistently updates all applicable contact records (including attorney’s outlook and firm database).
  • Timely reviews, follows-up on, and accurately files client-related emails.
  • Properly prioritizes work assignments.
  • Seeks appropriate assistance (from the office manager or attorneys) when conflicts arise.
  • Consistently completes assigned tasks when expected.
  • Able to juggle multiple assignments and/or deadlines while maintaining a professional demeanor and timely seeks assistance when needed.
  • Willing and capable to offer assistance to others when needed.
  • Enter, review and revise timesheets accurately.
  • Proofread all documents independently and effectively to ensure accuracy and completeness.
  • Develop, implement, and maintain systems to promote organization and efficiency.
  • Understand and comply with office policies concerning file management, case lists, filing and recordkeeping.
  • Effectively manage and monitor calendaring of deadlines and key dates.
  • Exhibit knowledge of litigation process.

Personal Attributes

  • Possesses a strong understanding and abides by the policies and procedures of the firm and local office.
  • Maintains an exceptional customer service attitude and demeanor at all times.
  • Flexible and willing to pitch in wherever needed.
  • Takes ownership; gets the job done without the need for prodding or supervision.
  • Respects the time constraints faced by the lawyers in the office.
  • Demonstrates a positive attitude and is approachable.
  • Adapts well to fluctuations in workload and changes in responsibilities.
  • Maintains a professional demeanor in high-stress situations.
  • Is effective at limiting excessive socializing.
  • Restricts personal telephone calls and other personal business during work hours.
  • Presents written communications that are concise and accurate.
  • Exhibits confident and professional verbal communication skills.
  • Effectively communicates with clients and vendors.
  • Keeps appropriate people informed of the status of projects, work and deadlines.
  • Maintains a positive and “can do” attitude when dealing with clients, co-workers, and attorneys.
  • Answers questions clearly and thoroughly.
  • High level of awareness of confidential information.
  • Contributes to an atmosphere of teamwork and congeniality.

Skills and Abilities

  • Lexis Nexis, Pacer, ECF, Desksite or document management system, CompuLaw, Concur, Word, Outlook, PowerPoint and Excel.
  • Attendance & Punctuality: Be consistently at work and on time; arrive at meetings and appointments on time; ensure work responsibilities are covered when absent.
  • Communication: Possess excellent verbal and written communication skills.
  • Customer Service: Respond promptly to attorney and client requests for service and assistance; meet commitments.
  • Dependability: Follow instructions; complete tasks on time; commit to the hours necessary to complete assignments; work independently.  
  • Professionalism: Approach others in a tactful manner; treat others with respect; react well under pressure.
  • Team Work: Contribute to building a positive team spirit; support everyone’s efforts to succeed.
  • Technical Skills: Possess basic PC skills; ability to use phone system, copier, scanner, fax, and printer.
  • Maintain exceptional customer service attitude and demeanor at all times.
  • Demonstrated knowledge of legal terminology, legal documents, and legal processes in the Litigation Department, including the ability to mark and generate a table of contents and table of authorities.
  • Accurate typing at a net speed of 65+ wpm (shorthand/speedwriting a plus).
  • Strong computer proficiency in the use of MS Office (Word, Excel, PowerPoint and Outlook), Document Management System, Time Entry, e-Filing and database software.
  • Excellent communication skills, both written and verbal; demonstrated understanding of correct grammar, spelling and punctuation.
  • Ability to work effectively and proactively within a team environment.
  • Strong time management skills and the ability to work under pressure in a fast-paced environment.
  • Ability to coordinate multiple tasks concurrently and to meet deadlines.
  • Strong organizational skills, interpersonal skills, and attention to detail.
  • Initiative, flexibility, resiliency, and a willingness to adapt to change.
(January 21, 2020) Legal Secretary (Santa Rosa)

Perry, Johnson, Anderson, Miller & Moskowitz, Santa Rosa, CA, seeks a legal secretary with at least 3 years of litigation experience.  Knowledge of court rules, and experience with calendar/docketing a plus.  Excellent attention to detail, a strong work ethic, good written and verbal communication skills, and ability to work in a fast-paced environment essential. Competitive salary and benefit package offered. Please submit resume and cover letter to kruse@perrylaw.net.   Deadline to apply is February 4, 2020.

(January 17, 2020) Docket/Calendar Clerk (Sacramento)

Downey Brand’s Sacramento office has an opening for an experienced docket/calendar clerk. The primary responsibility of the position will be to provide docketing support to attorneys, paralegals and legal secretaries. Responsibilities include, but are not limited to: calendar daily incoming mail; maintain docket due dates and remarks in the docket system; research state and federal court rules; prepare daily and weekly calendar reports; perform conflict searches; review client intake forms; and communicate with attorneys regarding accuracy pertaining to resolution of conflicts of interest and billing information.

Desired Skills and Experience:

Must have 3+ years of substantial experience computing calendar deadlines for state and federal courts in CompuLaw/Vision docketing software. Knowledge of court rules and procedures for both state and federal courts is a must; familiarity with legal terminology and documents involved in the court filing process, as well as a working knowledge of the litigation process, are required. Attention to detail and excellent organizational skills are essential, as is the ability to communicate effectively with all levels of personnel. Must be able to adapt to change and balance competing demands in a fast-paced environment.

Please submit cover letter and resume to Cindy Snook, Human Resources Director at csnook@downeybrand.com.  Downey Brand LLP is an Equal Opportunity/Affirmative Action employer. No telephone calls or e-mail applications, please. Principals only. All inquiries will be held in confidence.