Labor amp Employment Legal Secretary

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Labor and Employment Legal Secretary
RESPONSIBILITIES: Draft, prepare and proofread correspondence, memoranda and other legal documents. Make document revisions and redline. Format and clean documents. Scan/photocopy/print documents. Prepare envelopes/labels/forms. Maintain and organize attorneys’ and paralegals’ emails. Meet monthly FileSurf deadline [iManage/Outlook]. Read, sort, date and circulate incoming mail. Send outgoing mail via fax/FedEx/UPS/USPS/messenger service. Make travel arrangements for attorneys and paralegals; generate itinerary as requested. As directed, answer telephone and record messages. Set up conference calls using Zoom or Teams. Schedule meetings, reserve conference rooms and equipment, and send calendar invitations via Outlook. Make arrangements for meals for internal and external functions. Maintain, update and organized files for attorneys, including all client and general files. Conduct periodic review for file storage, closure and destruction. Locate files as requested. File and organize electronic data using the document management system. Transcribe dictation and voicemail as needed. Enter and close attorney time via Intapp and adhere to internal and client deadlines. Follow the proper Conflict procedures, assist with opening/closing new clients and matters.Draft, prepare and send Engagement Letters, Conflict Waiver Letters, Audit Letters and other applicable correspondence. Maintain attorneys’ contacts via Outlook and Interaction. Prepare and submit expense reports and disbursement forms. Assign billing numbers to client charges. Prepare billing (proof proforma, review and edit bills, prepare bills for mailing or electronic submission). Work with assigned Biller as needed. Communicate regularly with attorneys and paralegals and provide status updates; be aware of deadlines. Conduct research via Internet and/or NGE Library. Remain current with firm and industry technology. Complete required annual number of NGE University classes. Work within the practice group to cooperate and provide back-up to practice group team of secretaries. OR Work within the floor team of secretaries across all practice group to cooperate and provide back-up to all. Enter own time correctly daily into Intapp and ADP. Perform other duties as assigned by attorneys and paralegals within the firm, Support Services Manager and/or Human Resources Manager. Work with administrative support resources (e.g. Legal Support, Receptionists, Office Services, Accounting and IT).

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