Legal Secretary, Municipal Finance
Location: Chicago
Pay Type: Hourly
Department: Municipal Finance
Job Description:

The Legal Secretary will be responsible for assisting legal personnel in the performance of complex and specialized clerical duties relating to all aspects of the legal process. A Legal Secretary must be capable of working in a fast-paced environment with time-sensitive materials, and maintain strict confidentiality due to the nature of the position.

Essential Job Duties:

  • Prepare and draft correspondence, memos and legal documents according to legal staff and Firm requirements using word processing and document management systems

  • Prepare and process outgoing correspondence through mail or fax; arrange for specialized mail or messenger services as required

  • Format and edit Preliminary Official Statements and Official Statements

  • Collect statistics from counties for certain Preliminary Official Statements and Official Statements

  • Answer, provide assistance during, and appropriately direct telephone calls for legal staff members as needed

  • Manage scheduling of meetings, appointments, due dates, client-related activities, and case dates on electronic calendars for legal staff members

  • Proofread documents to ensure appropriate formatting, grammar, punctuation and spelling

  • Manage the coordination of complex document preparation; ensure all attachments, exhibits and enclosures are intact

  • Create, maintain, and retrieve electronic and paper client files and indexes as needed

  • Serve as a communication intermediary between legal personnel, other Firm employees, and the courts; relay messages as needed

  • Assist in the preparation and timely submission of timesheets for legal personnel, including preparation of expense reimbursement and disbursement requests

  • Manage incoming mail and faxes under the direction of each legal personnel

  • Coordinate legal personnel travel arrangements, including preparing itineraries, travel expense reports, meeting space arrangements and amenities

  • Proactively assist and provide teamwork to other Legal Secretaries when needed and when workload allows

  • Minimum Requirements:

  • 2 - 4 years of experience in an administrative, secretarial or customer service related role; previous experience as a Legal Secretary preferred

  • Higher education or coursework related to the legal field preferred

  • Finance or math background preferred

  • Basic knowledge of Bond deals, documents, and closings a plus

  • Excellent clerical skills and knowledge of grammar, spelling and punctuation

  • Exceptional customer service skills in person, over the phone and via email

  • Detail oriented and able to work independently and proactively

  • Computer proficient, intermediate or advanced experience using Microsoft Office products such as Word, Excel, and PowerPoint

  • Ability to organize time and numerous priorities to complete them within time constraints

  • Ability to work collaboratively and cooperatively with others in a team-oriented environment

  • Able to perform all essential duties

  • Available to work 8:30 a.m. – 5:00 p.m., Monday through Friday

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