Legal Secretary in Sacramento, California at BOUTIN JONES INC

Boutin Jones Inc. is seeking a dependable, detail-oriented Legal Secretary to provide administrative and clerical support to attorneys and their paralegals. The successful candidate will keep attorney calendars, correspondence, and files organized and current, serve as a professional point of contact for clients and courts, and help the practice group run smoothly and on deadline. The ideal candidate thrives in a fast-paced environment, is detail-oriented, proactive, and tech-savvy.

Key Responsibilities

• Maintain attorney calendars and coordinate court appearances, hearings, depositions, mediations, arbitrations, client meetings, conferences, and travel, while monitoring critical deadlines and filing requirements.
• File documents electronically with state and federal courts Complete and submit conflict check and new client matter forms.
• Perform administrative tasks such as time entry, expense reporting, and billing Assist in preparation and finalizing legal documents.
• Maintain all client matter files and documents within iManage.
• Represent attorneys by communicating and obtaining information, following up on delegated assignments, and exercising sound judgment regarding matters requiring attorney attention Coordinate and schedule couriers, court reporters, and expert witnesses.
• Act as a liaison between various internal departments, as well as outside vendors Send, receive, and manage attorney email and facsimile communications, as needed.
• Read, sort, and distribute incoming mail; prepare and process outgoing mail in accordance with office procedures, coordinating special delivery services when necessary Photocopy, scan, assemble, and distribute documents and binders as required.
• Additional duties as needed, including assisting other paralegals and secretaries.
  

Minimum Qualifications

• High school diploma or equivalent required; associate degree or legal secretary/administrative certificate preferred.
• [1–2]+ years of administrative or secretarial experience; prior law firm experience preferred but not required.
• Proficiency with Microsoft Office (Word, Outlook, Excel) and comfort learning new software.
• Typing speed of at least [50] words per minute with a high degree of accuracy.
• Strong spelling, grammar, punctuation, and proofreading skills.
• Excellent organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
• Professional written and verbal communication skills and a client-service orientation.
• Ability to maintain strict confidentiality.

Preferred Qualifications

• Familiarity with legal terminology, court rules, and e-filing systems (e.g., PACER/CM-ECF and state e-filing portals).
• Experience with document management, time-entry, or billing software (e.g., Adobe, NetDocuments).

Working Conditions

Standard office environment. Work is primarily performed at a desk and computer. Occasional overtime may be required to meet filing or trial deadlines. Must be able to lift up to [20] pounds (e.g., file boxes and binders).