16 days old

Working Secretarial Supervisor

Arnold & Porter
Los Angeles, California
  • Job Code
    2238
  • Job Type
    Employee
  • Job Status
    Full Time
  • Shift
    1st Shift

The Secretarial Services Department of Arnold & Porter has an opening for a Working Secretarial Supervisor in the Los Angeles office. The Working Secretarial Supervisor is responsible for coordinating coverage and workflow within the Attorney Resource Center (ARC) teams as well as assisting attorneys and other legal personnel with administrative, organizational and clerical work in a team-oriented and collaborative environment.

 

Responsibilities include but are not limited to:

  • Coordinating secretarial/legal resource assistant schedules to ensure necessary coverage in the ARCs.
  • Tracking secretarial/legal resource assistant attendance, leave and overtime requests.
  • Approving timecards for all legal secretaries/legal resource assistants.
  • Monitoring and coordinating the workflow in the ARCs on a regular basis.
  • Assisting with orientation, integration and training of legal resource assistants.
  • Assisting with planning and coordination of secretarial and support staff events.
  • Handling of Appellate, Federal and State court e-filings/filings.
  • Creating Tables of Content and Tables of Authority.
  • Preparing, editing and proofreading legal papers and correspondence of legal nature such as contracts, agreements, summons, complaints, motions, discovery requests & responses, and subpoenas from draft or dictated text.
  • Editing client prebills as directed by the attorneys and processing all client billing in accordance with the firm’s policies and procedures with assistance from the Finance & Accounting Department.
  • Setting up new client matters, completing client label requests and requesting on-site and off-site client files with assistance from the firm’s Records and Conflicts & Client Intake Departments.
  • Accurately and efficiently arranging travel for attorneys via the firm’s Travel Department.
  • Inputting, editing and finalizing attorney time into the firm’s time entry system.
  • Routing articles to attorneys and other firm personnel.
  • Managing Outlook calendars.
  • Coordinating meetings including: reserving conference rooms, ordering meals, arranging for any IT equipment needed (i.e. laptop, projector, audio/video equipment), sending Outlook meeting requests, etc.
  • Scheduling appointments, answering the telephone in a courteous and professional manner, taking messages, updating the attorneys’ contact lists, providing transcription/dictation services, preparing, editing and proofreading routine correspondence, organizing and routing incoming mail and arranging conference calls and/or video conference calls.
  • Entering and processing expenses and invoices through Chrome River.
  • Filing correspondence and legal documents electronically and manually.
  • Ensuring proper indexing and filing of original legal documents and deposition transcripts.
  • Converting PDFs to MS Word documents.

 

Qualifications: 

  • Minimum of four years of prior legal secretarial experience and one year of prior supervisory experience.
  • Experience with coordinating schedules and workflow within a secretarial pool.
  • Strong proficiency in Excel, Word, PowerPoint and databases.
  • Minimum of 60 wpm typing.
  • Excellent oral and written communications skills.
  • Detail oriented with dedication to timely follow up.
  • Outstanding organizational and planning skills.
  • Capable of handling many projects simultaneously.
  • Ability to work under pressure with changing deadlines.
  • Ability to demonstrate a high degree of trustworthiness in handling confidential and sensitive information.
  • Self-motivated with ability to work independently or as part of a team.
  • Flexibility for working after hours.

 

Arnold & Porter Kaye Scholer LLP is an equal opportunity and affirmative action employer that does not discriminate on the basis of race (inclusive of traits historically associated with race, including hair texture and protective hairstyles), ethnicity, color, creed, religion, national origin, sex (which includes pregnancy, childbirth, breastfeeding and related medical conditions), age, marital or partnership status, familial status, sexual orientation, gender, gender identity, gender expression, transgender, physical or mental disability, medical condition, family leave status, citizenship status, immigration status, ancestry, genetic information, military or veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations. All qualified applicants will receive consideration for employment without regard to any characteristic protected by local, state, or federal laws, rules, or regulations.

Arnold & Porter Kaye Scholer LLP endeavors to make
www.arnoldporter.com accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Director of Support Staff  Stephanie Denmark at +1 202.942.6068. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

For our EEO Policy Statement, please 
click here. If you would like more information about your EEO rights as an applicant under the law, please click EEO is the LAW and the Supplement poster..

Arnold & Porter is an EO Employer – M/F/Veteran/Disability/Sexual Orientation/Gender Identity.

Arnold & Porter Kaye Scholer LLP uses E-Verify, which is a web-based system, to confirm the eligibility of our employees to work in the United States. As an E-Verify employer, we verify the identity and employment eligibility of newly hired employees by electronically matching information provided by employees on the Form I-9, Employment Eligibility Verification, against records available to the Social Security Administration (SSA) and the Department of Homeland Security (DHS). We use E-Verify because we are a federal contractor containing the Federal Acquisition Regulation (FAR) E-Verify clause. Please see the posters for details regarding E-Verify or contact Arnold & Porter’s Human Resources Department for more information. 
E-Verify Participation Poster and Right-to-work Poster.

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Posted: 2022-05-12 Expires: 2022-06-11

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Working Secretarial Supervisor

Arnold & Porter
Los Angeles, California

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