Legal Secretary Estate & Trust (Contract to Hire) in Tampa, FL at Shriners Hospitals for Children

Date Posted: 1/13/2020

Job Snapshot

  • Employee Type:
    Contract to Hire
  • Location:
    2900 North Rocky Point Drive
    Tampa, FL
  • Experience:
    At least 4 year(s)
  • Date Posted:

Job Description

The Legal Secretary performs all administrative and secretarial duties directly supporting the Estate and Trust Attorney(s) and Paralegal(s) in the Legal Department. Assists in the day-to-day legal services, functioning in a highly dynamic environment, and often called upon to handle sensitive information with professionalism and integrity. Strong sense of accomplishment as collaborative efforts meet the needs of the department. Duties include, but are not limited to: Transcription, including revisions of correspondence and draft pleadings. General secretarial skills, including copying, filing, faxing, processing overnight deliveries and mail. Key attributes include, but are not limited to: Demonstrated willingness and ability to be flexible function as a team player, multi task and prioritize assignments to meet time deadlines in a corporate legal department with a high volume workload. Ability to accurately and efficiently input and manage data within the Legal Department's electronic case management systems. Commitment and understanding of the unique confidentiality and privilege requirements of the Legal Department. Often serves as a contact to expedite information flow and management of workflow and associated documentation. Courteous and professional communication skills in dealing with all internal and external contacts with the Legal Department, including Board Members / corporate officers, Headquarters Staff, Hospital personnel, and outside counsel.

This position will be filled as Contract to Hire.


Performs secretarial duties, including, but not limited to, transcribing a large volume of dictation, including voice mail, e-mails, letters, memoranda, agreements and other documents. Demonstrates ability to type and track multiple redlined versions of agreements and documents. Prepares letters, memoranda, consents, receipts and refunding bonds for signature and notarization if applicable. Prepare and distribute litigation and settlement memoranda. Facilitate distribution of contracts to finance department and all interested parties in a timely manner. Proofread and spell check all documents prepared before returning to Attorney. Pays close attention to detail and demonstrates an ability to organize complex agreements/documents with numerous exhibits and attachments. 50%

Responsible for proper entry and updating various types of information in Department’s Electronic Case Management System and paper files. Ensures invoices for service fees and costs for outside counsel and other vendors are accurately reviewed, processed, tracked and records updated. Enters litigation dates, meetings and conferences into Attorneys’ calendars and database as appropriate. Enters, tracks and follows up relative to established deadlines. 20%

Provide administrative support to Estate & Trust group paralegals as time permits. Prepare form letters or transcribe dictation, update case description notes and estimates, perform CLEAR and public record searches, scan and copy documents, file maintenance as directed. 10%

Initiates multi-line phone calls at the direction of Attorney(s) or others. Answers phone in a timely and professional manner. Screens incoming phone calls, takes and accurately records messages and ensures messages are promptly given to the appropriate person, or redirects calls as necessary. Coordinates multi participant teleconferences as directed. 5%

Copies documents as enclosures for files, distribution or faxing. Transmits documents outside of the department in a timely manner via fax, regular mail, express mail, e mail or interoffice mail. Receives and sorts faxes, regular mail, express mail, interoffice mail, and sometimes e mail, making sure that important items are brought to the responsible Attorney’s attention immediately. Copies letters, memos, agreements, reports and other documents in a timely manner, assuring that all mail goes out on time. 5%

Places documents in chronological order and either files or punches up documents to give to file clerks to file. Creates and maintains litigation pleading indexes for purposes of attorney's attendance at mediation, depositions, trials, etc. Review and organize pertinent information to complete the setup of the file and docket sheet. Pulls and closes files for long term storage when appropriate. Creates and maintains working files on various subject matters and/or subcommittees in which Attorney(s) may participate. Prepare, maintain, and update various reports. 5%

Coordinate and arrange all necessary travel arrangements for attorney, and arrange meetings when required. Prepare agendas and reports; provide assistance to attorney and paralegal(s) upon request, gather and distribute general information; and take and transcribe minutes and distribute to attendees, if required. Prepare attorney's reimbursement form for approved expenses, for signature and submission to Finance department. 5%

Job Requirements

The qualified candidate will have experience in the following areas:

4 or more years of experience as a Legal Secretary working in a high-volume legal practice required

4 or more years of estates and trusts and transactional legal work required

Minimum Education Required/Preferred:

High School Diploma or GED required

Knowledge, Skills, and Competencies:

Knowledge of SHC and Fraternal Environments and Contracts.

Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records and transcription, designing forms, and other office procedures and terminology.

Knowledge of principles and processes for providing appropriate customer and client services.

Technical knowledge of systems and the ability to use appropriate software packages (i.e. MS Office Suite, Adobe Acrobat, MS Word, PowerPoint, Excel, preferred).

Demonstrates credibility, calm and sense of purpose during stressful situations.

Demonstrates the understanding of confidentiality concerning internal and external Hospital customers, clients and business partners.

Manages one's own time.

Demonstrates the ability to prioritize, problem solve and handle / complete complex assignments in a timely manner.


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