We are seeking candidates for a full-time Secretary to primarily support our Immigration team as well as other attorneys in our Cincinnati office. Scheduled hours will be 8:30 a.m. to 5:00 p.m., Monday through Friday. This position will provide secretarial support/administrative assistance and manage workflow for attorneys and/or paralegals.
Position responsibilities include but are not limited to the following:
Perform intake of cases by analyzing case documents, inputting case information, and utilizing case management systems database;
Preparation of Petitions – Draft forms for immigration application filings and identify needed supporting documents;
External contact with clients, government agencies and third parties.
Drafts correspondence, memoranda, and other legal documents to be reviewed by attorney/paralegal.
Reads, sorts, and date stamps incoming mail. Ensures that outgoing mail is timely delivered. If necessary, routes mail to specific delivery service and follows up on timely delivery.
Establishes and maintains calendar, contact lists, and deadline reminder systems.
Maintains attorney and general office files.
Reviews and prepares files to be closed when matters are complete.
Greets clients and visitors; maintains good customer service with external and internal clients; observes confidentiality of attorney-client relationship.
Schedules appointments and travel arrangements.
Enters attorney and paralegal time into the timekeeping system.
Works with Billing Department and billing attorney to review and revise billing Proformas.
Assist in finalizing bills for client mailing.
Additional duties as assigned.
Candidate must be self-motivated, detail oriented, trustworthy, professional, dependable, and display good judgment. Individual must have excellent customer service skills and telephone etiquette, be team oriented, flexible and a problem solver. Strong computer skills with experience in Windows 7, Microsoft Suite Office 2010 including advanced knowledge in Word, Excel, PowerPoint, and Outlook and a working knowledge of Nuance is necessary. Experience with case management system such as Immigration Tracker or similar is preferred. Exceptional proofreading and the ability to apply grammar, spelling, and punctuation skills a must. Additional qualifications include solid organizational skills and ability to multi-task under pressure.
Qualified candidates will have a minimum of 5-7 years of legal secretarial/administrative experience. Preferred candidates will have at least 2 years of immigration experience.