Job Description

Position Overview:

We are seeking a Client Service Specialist (Legal Secretary) to provide comprehensive administrative support and client services to both internal and external stakeholders. This position plays a key role in supporting the efficient and seamless operation of the firm’s legal practice and ensuring high-quality service delivery to clients.

Key Responsibilities:

• Administrative & Client Support: Maintain a consistent physical presence to foster collaboration, cross-training, and peer-level support for seamless operations.
• Coordination of Legal Practice Tasks: Assist in coordinating legal tasks, ensuring efficient completion of projects, and facilitating communication between attorneys and clients.
• Finance and Billing Support: Coordinate and facilitate billing-related tasks, including time and expense entry, client presentations, meetings, and other administrative projects.
• Collaboration Across Departments: Work with Firm resources, including DPS, Williams Lea, Client Service Center, and international practice support teams, to handle tasks and projects effectively.
• Document Preparation & Filing: Prepare complex legal documents and correspondence, ensuring timely and accurate filing with the appropriate court or agency. Apply expertise to coordinate legal practice tasks and projects.
• Billing Process Management: Review and edit client bills, correct time entries, promote time entry best practices, and ensure consistency with billing protocols. Support rate changes, write-offs, expense reports, and audits.
• Time Management & Scheduling: Manage attorneys' legal and administrative practices, ensuring service levels meet client expectations. Handle calendars, appointments, and travel arrangements as needed.
• Overtime Requirement: Willingness to work overtime as required.

Proficiencies:

• Strong ability to organize, prioritize, coordinate, delegate, and work effectively as part of a team.
• Expertise in English grammar, spelling, and punctuation; bilingual proficiency preferred.
• Advanced proficiency in MS Word , including document editing and comparison tools.
• Proficiency in MS Outlook and web-based conference call/web-sharing applications.
• Expertise in MS Excel and spreadsheet/database applications.
• Proficient in MS PowerPoint and presentation tools.
• Strong knowledge of timekeeping , expense processing , and legal billing .
• In-depth understanding of relevant jurisdictional, court, and agency processes and procedures.
• Familiarity with document management systems.
• Proven ability to collaborate effectively with other departments, demonstrating strong communication skills to provide clear instructions, verify results, resolve conflicts, and deliver results on time.

Qualifications:

• Education: Bachelor’s degree preferred.
• Experience: At least 4 years of legal secretarial or relevant legal experience required.
• Additional Skills: Strong written and oral communication skills, the ability to meet deadlines, and a commitment to supporting firm policies and procedures.

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