Executive Legal Secretary Jobs in Rochester, NY (NOW HIRING)

Scott & Associates, P.C. is a well-established, multi-state legal recoveries law firm seeking a motivated and professional  Administrative Assistant.

Since our founding in 2000, we’ve grown into a leading force in debt recovery litigation, providing trusted and comprehensive legal solutions for major banks and creditors nationwide.

Our teams are driven, collaborative, and committed to delivering results, and we’re looking for a new team member who shares this mindset.

Essential Duties and Responsibilities

The essential functions for the Legal Secretary / Administrative Assistant include, but are not limited to the following:

•    Assist with docket management including hearing preparation and appearance outcomes. 

•    Prepare, review and assemble legal documents as directed. 

•    Assist in e-filing or mailing documents executed by the VP. 

•    Communicate with courts, opposing counsel, and enforcement officers to obtain as directed.

•    Assist in the resolution of judgements, motions or other pleadings that have been rejected by the courts.

•    Communicate with the legal operations department regarding any issues with media, affidavits, verified pleading procurement, and general pleading preparation or quality. 

•    Assist in obtaining affidavits and/ or verified pleadings with associated media for all contested litigation matters.

•    Assist with attorney substitution and/or Attorney of record process as directed. 

•    Enter and post data into the firm’s case management system

•    Review and revise processes and procedures to maximize efficiency

•    Manage local appearance counsel onboarding,  invoicing, & compliance documentation. 

•    Ensure completion of all tasks related to litigation as assigned. 

•    Assist with office management tasks as assigned

•    Manage calendars and assist with scheduling for assigned executives 

•    Prepare monthly reporting on docket management and use of appearance counsel.

•    Oversee control reporting on ending litigation, instructing legal operations and escalating variances based on said reporting. 

•    Complete client exception reports relative to litigation processes as directed.

•    All other duties as assigned by the Executives

Minimum Qualifications (Knowledge, Skills, and Abilities)

•    Minimum of five years of relevant experience working in a legal office or equivalent combination of education and experience

•    Paralegal Certification or equivalent combination of education and experience

•    Proficient with MS Office (Word, Outlook, Excel)

•    Ability to work with databases and on-line technology platforms

•    Ability to operate basic office equipment such as a copy machine, fax machine, printer, scanner, and computer

•    Knowledge of legal principles and analytic skills 

•    Ability to be detail-oriented, diligent, and flexible

•    Ability to handle conflicting time demands and focus on task completion with little direction or need for supervisory follow up

•    Ability to exercise discretion and maintain confidential nature of communications shared in caring out duties. 

Benefits

Eligible for medical, dental, vision, and company paid life insurance on the first of the month following 60 days of employment.

401(k) with employer match

Please visit our website, www.spalaw.com,for more information on our Firm.

Physical Demands and Work Environment 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. 

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers; handle or feel objects, tools, or controls. The employee is frequently required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate. 

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.