Litigation Secretary

Overview

A full-time, remote Litigation Secretary position is available, requiring California legal experience. This role supports attorneys by providing comprehensive secretarial and administrative assistance within a virtual office team environment.

Responsibilities

• Perform court filings and prepare pleadings, exhibits, discovery shells, and update indices.
• Maintain and organize legal files systematically.
• Draft standard pleadings, correspondence, memoranda, and other legal documents.
• Review vendor invoices for accuracy and prepare check requests; submit invoices for payment to clients or accounting.
• Apply client-specific billing guidelines to ensure cost-effective practices.
• Utilize clerical skills including typing, transcribing, word processing, mail and contact management, spreadsheets, presentations, and firm systems/databases.
• File court documents electronically and in paper form, adhering to local or judge-specific requirements.
• Manage and disseminate information on behalf of clients and attorneys (mail, email, interoffice mail).
• Proofread documents for accuracy and completeness before distribution or filing.
• Anticipate attorneys' needs to promote efficiency, such as drafting correspondence and preparing shell pleadings in advance.
• Monitor and follow up on client deadlines and calendar appointments.
• Coordinate and arrange meetings including depositions, mediations, interviews, and vendor/facility reservations.
• Prepare and submit client intake forms accurately.
• Follow standard naming and profiling conventions for document management.
• Update client files and pleading indices regularly.
• Maintain attorney-specific case lists, charts, and case status.
• Review, follow up on, and file client-related emails timely.
• Develop and maintain organizational systems to enhance efficiency.
• Comply with office policies on file management, case lists, filing, and recordkeeping.
• Manage and monitor deadlines effectively.

Requirements

• High school diploma minimum; college degree preferred but not required.
• At least five years of experience as a legal secretary.
• Experience with state and federal court filings, both manual and electronic.
• Proven experience with legal filing procedures in California jurisdictions; experience in other states is a plus.
• Familiarity with Lexis Nexis, Pacer, ECF, Milana (or similar docketing systems), and Concur.
• Excellent verbal and written communication skills.
• Knowledge of legal terminology, documents, and litigation processes, including marking and generating tables of contents and authorities.
• Typing speed of 65+ words per minute.
• Strong proficiency in MS Office (Word, Excel, PowerPoint, Outlook), document management systems, e-filing, and database software.
• Willingness to work alternate schedules or overtime to accommodate late filings.
• Understanding of litigation processes.

Qualified applicants with arrest or conviction records will be considered in accordance with applicable fair chance laws.

Compensation & Benefits

• Hourly rate range: $33.00 - $50.26, determined by location, experience, skills, qualifications, and other job-related factors.
• Comprehensive benefits package including health, dental, and vision insurance.
• 401(k) plan with profit sharing.
• Sick leave as per applicable local laws.
• 15 days of paid time off and 10 paid holidays per benefit year.
• Access to 24/7 telehealth services and wellness programs.
• Additional optional benefits to support diverse lifestyles.

Location

• Remote position based on the West Coast.

Additional Information

• Relocation costs are not covered.
• Only direct applicants will be considered; third-party recruiters or agencies are not accepted.
• No phone inquiries, please.

The position description may be subject to additional duties and requirements as needed.