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Job Details


Legal Secretary-Immigration (Full Time)

Location: Cincinnati Ohio Country: United States of America

We are seeking candidates for a Full time Secretary to primarily support our Immigration team as well as other attorneys in our Cincinnati office. Scheduled hours will be 9:00 a.m. to 5:30 p.m., Monday through Friday (37.5 hours/week). This position will provide secretarial support/administrative assistance and manage workflow for attorneys and/or paralegals.

Position responsibilities include but are not limited to the following;

  • Perform intake of cases by analysing case documents, inputting case information, and utilizing case management systems database.
  • Collect and maintain up-to-date information within immigration case management systems database.
  • Work with firm docketing department to create formal alerts for deadlines and expirations as directed by attorney/paralegal.
  • Preparation of Petitions - Draft forms for immigration application filings and identify needed supporting documents.
  • External contact with clients, government agencies and third parties.
  • Drafts correspondence, memoranda, forms, presentations and other legal documents to be reviewed by attorney/paralegal.
  • Reads, sorts, and date stamps incoming mail. Ensures that outgoing mail is timely delivered. If necessary, routes mail to specific delivery service and follows up on timely delivery.
  • Establishes and maintains calendar, contact lists, and deadline reminder systems.
  • Maintains attorney and general office files.
  • Work with business intake department to open/close/update matters as appropriate.
  • Maintains good customer service with external and internal clients; observes confidentiality of attorney-client relationship.
  • Schedules appointments and travel arrangements.
  • Assist with attorney and paralegal time entry into the timekeeping system.
  • Works with Billing Department and billing attorney to review and revise billing Proformas.
  • Assist in finalizing bills for client mailing.
  • Attention to check requisitions/payment of vendor invoices.
  • Additional duties as assigned.

Candidate must be self-motivated, detail oriented, trustworthy, professional, dependable, and display good judgment. Individual must have excellent customer service skills and telephone etiquette, be team-oriented, flexible, and a problem solver. Strong computer skills with experience in Windows 10, Microsoft Suite Office 2010 including advanced knowledge in Word, Excel, PowerPoint, and Outlook and a working knowledge of Nuance is necessary. Experience with case management system such as Immigration Tracker or similar is preferred. Exceptional proofreading and the ability to apply grammar, spelling, and punctuation skills a must. Additional qualifications include solid organizational skills and ability to multi-task under pressure.

Qualified candidates will have a minimum of 5-7 years of legal secretarial/administrative experience. Preferred candidates will have at least 2 years of immigration experience.

Posted Date: 12 Aug 2019 Reference: CB Company: Thompson Hine LLP Contact: Thompson Hine Human Resources