Job Description ESSENTIAL JOB FUNCTIONS:
Communicates with internal and external clients, principals and team. Manages principals outlook calendars. Investigates and responds to client requests. Answers phones, transfers calls, takes messages, establishes conference calls, and uses voice mail. Handles correspondence, written and electronic. Prepares New Matter Reports and updates list of client/matter codes. Coordinates, compiles, organizes and sends materials to clients. Understands and fully utilizes word-processing functions for document preparation. Prepares client bills and associated cover letters for principals and sends to clients as needed. Reviews and processes administrative and personal charges via BillBack program. Maintains principals time in Carpe Diem. Maintains and updates comprehensive contact information for all principals using Dechert CRM Best Practices. Maintains filing per team, utilizing Firm filing standards including Kwiktag. Utilizes iManage document management system effectively as a central repository for all matter related documents. Open all mail (may include electronic e-mails) and forwards if applicable. Makes travel arrangements and completes travel & expense reports for reimbursement in Concur. Files updates to Securities Handbooks. Schedules meetings, reserves conference rooms, coordinates video/audio equipment, and orders food. Monitors CLE credits for principals. Updates Secretarial Desk Notes, as needed. Maintains appropriate sense of urgency and completes all work assignments within agreed upon deadlines. Practices and fosters an atmosphere of teamwork and cooperation. Performs any and all other duties as necessary and as assigned by your supervisor for efficient functioning of the Department, Office and Firm. QUALIFICATIONS / KSAs: High School Diploma is required. College a plus. Previous Legal Secretarial experience preferred (3-10 years). Knowledge of the Firms Policies and Procedures. Excellent written and verbal communication skills. Excellent interpersonal and organizational skills. High attention to detail and ability to multi-task in a high paced environment. Ability to prioritize and coordinate work. Ability to maintain confidential information. Ability to manage workflow and delegate projects as necessary. Ability to juggle multiple tasks and manage deadlines. Ability to think critically and analytically in a pressured environment. Ability to clearly and effectively communicate with various levels of people within the organization. Ability to work productively and cooperatively with other employees. Ability to constantly learn new skills as they become necessary. Equipment: computer, fax machines, duplicating machines, scanners. Systems Required: iManage, MS Office, Elite, Legiant, Carpe Diem, and CRM. Additional Job Description
PHYSICAL EFFORT / WORK CONDITIONS For Secretaries This position operates in a professional office environment which is generally free of hazards and exposure to adverse environmental conditions. This position requires regular attendance on-site at a Dechert location. This position routinely operates standard office equipment such as computers, phones, photocopy machines, fax machines and filing cabinets, and requires frequent communication with the firms employees and partners as well as third parties. This position is mainly sedentary. Primary functions require sufficient physical ability and mobility to work in an office setting; to read, sit and type for sustained periods of time; to walk, stand, reach and bend; to open and close filing cabinets and access and retrieve materials in file rooms; to lift, carry and move files or other items of light to moderate weight; to operate equipment requiring repetitive hand movement and fine coordination; and to verbally communicate to exchange information. This position requires a normal audio range, with or without correction. It also requires the normal visual range, with or without correction. Specific vision abilities required include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.