Hyman, Phelps & McNamara, P.C.

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Legal Secretary

Staff | Washington, DC | Full Time

Job Description

About Us:

Hyman, Phelps & McNamara, P.C. is a law firm specializing in food and drug law and related areas.  We are located in downtown Washington, D.C. at Metro Center.  Please visit our web site at www.hpm.com and blog at www.fdalawblog.net.

Position Summary

Busy FDA practice is seeking a Legal Secretary to join our team and provide clerical and administrative support to attorneys in all aspects of our food and drug practice. Ideal candidates have at least seven years of experience supporting attorneys, with at least three years of experience in litigation.

Successful candidate must be a team player and able to work with other secretaries to ensure that support is available to all attorneys during the workday.

 Schedule:                 Full Time, Monday – Friday  

 Hours Worked:        10:00 am to 6:30 pm

Essential Duties and Responsibilities

Essential duties and responsibilities described here are representative of those that must be met by the employee to successfully perform this job.  In compliance with the Americans with Disabilities Act, reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this job.

  • Manages busy schedule and prioritizes attorneys’ time.

  • Monitors high volume of incoming emails, calls, faxes and ensures all outgoing correspondence is delivered in a timely manner.

  • Keeps attorneys apprised of urgent client issues throughout day.

  • Communicates directly with clients, maintains professional demeanor and observes attorney-client confidentiality.

  • Performs extensive document review, drafts, and finalizes correspondence and memoranda to clients and federal agencies.

  • Maintains high volume of filing.

  • Manages all aspects of time entry and client billing.

  • Makes travel arrangements and organizes meetings.

  • Works with other secretaries to ensure that support is available to all attorneys during the workday.

Supervisory Responsibilities

There are no supervisory responsibilities for this job.

Education and Experience

Any combination of education, experience, and training that provides the required knowledge, skills, and abilities.  A typical way to obtain the knowledge, skills, and abilities would be:

Education:  High school diploma or GED required, Bachelor’s degree preferred.

Experience: 3 - 7 years of secretarial experience in a law firm or professional services firm.

Certifications:  There are no certifications required for this job.

Knowledge, Skills,  Abilities and Competencies required for successful job performance

  • Excellent interpersonal skills necessary to communicate and follow instructions effectively from a diverse group of attorneys, staff, and clients and to provide accurate information with professional courtesy and tact.

  • Excellent verbal and written communication skills with the ability to read English and write at a business level using proper English grammar and appropriate vocabulary for a professional services firm.

  • Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, and Outlook).

  • Detail oriented and organized with the ability to handle competing demands in a timely and efficient manner and meet deadlines.

  • Ability to prepare routine forms, reports, correspondence and the like from rough draft to final, typed-quality documents.

  • Ability to accurately type 50+ wpm.

  • Ability to use dictation and transcription equipment.

  • Ability to perform other duties or tasks that may be assigned on an as-needed basis.

Physical Demands, Work Environment, Computer, Telephone, and Travel Requirements

The physical demands, work environment, computer, telephone, and travel requirements described here are representative of those that must be met by the employee to successfully perform this job.  In compliance with the Americans with Disabilities Act, reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this job.

It is the responsibility of each employee to conduct all tasks in a safe and efficient manner, complying with all federal and District of Columbia safety and health regulations, and with any special safety concerns identified by the firm in a particular area or with a client.

Physical Demands:  While performing the duties of this job, the employee is required to spend extended periods of time at the employee’s desk in front of a computer terminal.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects or controls; reach with hands and arms; talk and hear.  The employee may occasionally lift and/or move up to 20 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust or focus.

While performing the duties of this job, the employee must have the ability to operate standard office equipment including, but not limited to, telephones, computers, photocopiers, fax machines, and printers.

Work Environment:  The noise level in the work environment is usually moderate and requires working indoors in environmentally controlled conditions.  The employee may be exposed to various components of an office environment such as florescent lighting, pollen, dust, recycled air, semi-enclosed areas, and central heating and air conditioning.

Computer & Telephone Requirements:  While performing the duties of this job, the employee will be required to use a desktop and/or laptop computer; keyboard; mouse; track ball; and/or touch pad.  The employee will also be required to use a standard office telephone.

Travel Requirements:  There are no travel requirements for this job.

Compensation:   Commensurate with experience.  Excellent benefits package.