Job description

Hinshaw & Culbertson LLP, a leading national law firm, is seeking a litigation secretary to provide comprehensive legal and administrative support to a team of attorneys. The position may be located in our Chicago, Belleville or Rockford office.

The ideal candidate will have experience in civil defense litigation, including trials. candidate will also have demonstrated excellence in dependability, pro-activity and the ability to work independently and within a team. Multi-state knowledge of court procedures and practices is a plus.

Duties and Responsibilities:

• Prepares, edits, files and may compose legal documents, including but not limited to, letters, memoranda, pleadings, motions, discovery, agreements, subpoenas and other legal documents as required by the practice area. Files documents with the courts, including e-filing. Transcribes from electronic dictation program, and/or handwritten documents.
• Communicates with clients, counsel, court personnel, and other external parties. Communicates and coordinates with local and other office administrative resources to ensure tasks are completed accordingly.
• Updates and maintains databases that include e-mail lists, iCreate info and client matter lists.
• Screens telephone calls and/or take messages when needed. Reviews and processes all incoming mail. Opens new files, checks conflicts of interest, maintains client and general files. Conducts periodic review of files for possible closure/off-site storage.
• Greets clients and visitors. Interacts with clients, counsel, court personnel and others. Maintains professional appearance and demeanor. Maintains good public relations and customer service with clients. Maintains confidentiality of attorney-client relationship.
• Establishes and maintains calendar and deadline reminder systems. Records court dates, deposition dates, etc. Works with attorneys, secretaries and docketing personnel to ensure accuracy of calendar. Schedules appointments and makes business travel arrangements. Communicates with administrative support by apprising of deadlines, attorney travel plans, etc.
• Works collaboratively in a team: Proactively demonstrates effective teamwork and communication with team members and all Firm personnel. Actively participates in regular team meetings to discuss current projects and workflow. Takes personal responsibility for regularly exchanging information and training tips with team members for maximum job effectiveness.
• Effectively uses team software to log and manage workflow
• Other related duties and special projects as assigned.

Qualifications and Prior Experience:

• High School diploma or equivalent required; Bachelor's degree preferred
• Minimum of five years of civil litigation legal secretarial experience is required
• Strong organizational skills; ability to prioritize and manage numerous tasks and complete them under time constraints.
• Knowledge of State and Federal court rules (including e-filing) and local rules, where applicable, pertaining to litigation procedures, requirements and practices (including trial, mediation and arbitration).
• Knowledge of or ability to learn office procedures, rules and regulations. Knowledge of and demonstrated competency in computer programs and relevant software applications including Outlook, Word, Excel, PowerPoint, iManage and Adobe
• Ability to effectively and accurately communicate orally and in writing; correctly apply departmental rules, complex regulations and procedures; maintain a high degree of confidentiality and attention to detail; work well under pressure and time sensitive situations; proofread and perform editing of routine law office documents; transcribe legal documents, correspondence and reports from written drafts or dictation at a level of 70 wpm; organize solve problems and work well within a team environment; incur overtime in order to perform the essential duties of the position; may require irregular hours.
• Interpersonal and customer service skills necessary to professionally communicate with and effectively follow instructions from a diverse group of clients, external entities, attorneys, management and staff.

We offer competitive compensation and comprehensive benefits including medical/dental/vision/life and AD&D Insurance, 401(k) savings plan and retirement, generous paid time off and opportunities for professional development.

As an EOE/AA employer, Hinshaw & Culbertson LLP will not discriminate in its employment practices due to an applicant's age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, protected veteran or disability status or any factor prohibited by law.

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