Job Description ESSENTIAL JOB FUNCTIONS:
Handles and understands written work, including editing, adjusting language or terminology and correcting grammar where appropriate to improve work product. Maintains and processes extensive, specialized client billing for principals, directly or indirectly. Checks math for billing and rates. Compiles, assimilates, and organizes data or materials for clients or other departments within the Firm. Advises, provides information, and instructions and/or guidance to Junior Associates. Acts as an expert in the legal secretarial group, fielding questions from others and training less experienced colleagues as needed. Consistently works toward firm-wide or departmental goals in DechertCRM, records retention, and other programs or initiatives. Maintains and updates comprehensive contact information using Dechert CRM Best Practices. Knowledge of federal government agencies is a plus. Prevents scheduling conflicts, coordinates and facilitates solutions with internal & external clients. Communicates extensively with clients, counsel, partners and other high level directors. Investigates and responds to client requests. Answers phones, transfers calls, takes messages, establishes conference calls, and uses voice mail. Understands and fully utilizes word-processing functions for document preparation. Coordinates, compiles, organizes and sends materials to clients. Reviews and processes administrative and personal charges via BillBack program. Maintains principals time in Carpe Diem. Takes and transcribes dictation. Utilizes iManage document management system effectively as a central repository for all matter related documents. Maintains filing per team utilizing Firm filing standards including Kwiktag. Opens all mail (may include electronic e-mails) reading for content and or action; forwarding or responding if applicable. Prepares New Matter Reports and updates list of client/matter codes. Prepares and checks for new matters. Proficiency with Excel spreadsheets. Has PowerPoint expertise. Makes travel arrangements and completes travel and expense reports for reimbursement in Concur. Schedules meetings, reserves conference rooms, coordinates video/audio equipment, and orders food. Manages principals outlook calendars using discretion and judgment when accepting meeting requests. Monitors CLE credits for principals. Updates Secretarial Desk Notes, as needed. Practices and fosters an atmosphere of teamwork, collaboration and cooperation. Go to person on the floor. 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 degree or equivalent strongly preferred. 8+ years of experience in the legal secretarial field. Solid English language skills and writing abilities. Knowledge of the Firms Policies and Procedures. Knowledge of principals and processes for providing customer and personal services (customer needs assessment and meeting quality standards). 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. Good judgment and calm demeanor in stressful situations. Understands law firm structure and reporting sequences. Ability to listen to and understand information and ideas presented through spoken words and sentences. Ability to increase effectiveness of the team and lead by example. 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 to deadlines. Ability to handle a stressful workload. 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 independently, 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. Vision: ability to see well enough to read materials and computer screen 80% of the time with or without an accommodation. Hearing: ability to hear well enough to talk on the phone at least 50% of the time with or without an accommodation. Posture: ability to sit for approximately 60% of the time and to stoop up and down 25% of the time with or without an accommodation. Additional Job Description
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.