Legal Support Specialist

The San Francisco office of Greenberg Traurig, a global law firm, currently has an excellent full-time employment opportunity for an Legal Support Specialist in the Labor & Employment Department. We offer competitive compensation and an excellent benefits package.

Position Summary:

This position supports a Senior Shareholder Attorney and his associates in a very busy Labor & Employment practice in the Firm’s San Francisco office. The Legal Support Specialist is expected to provide a wide range of administrative, clerical and document processing services along with e-filing with state or federal courts and administrative agencies such as the National Labor Relations Board or the EEOC.

Candidates must have 3-5 years of labor and employment litigation experience.

This position is required to work in the San Francisco office on Tuesdays, Wednesdays, and Thursdays with the option of working remotely on Mondays and Fridays. The schedule is modifiable based on business need. This position cannot be conducted remotely.

Duties & Responsibilities:

• Maintains legal files (both paper & electronic), organizes and file documents in designated order, as well as prepares, keyboards, enters, proofreads and processes legal and administrative correspondence
• Processes time entry, prepares conflict checks, opens new matters, drafts engagement letters and audits responses, makes travel arrangements, processes reimbursement expenses, maintains calendar, collates information, writes reports, prepares agendas, reviews and prepares of billing invoices, and other administrative duties, as needed by the department
• Prepares spreadsheets of client litigation matters and sends reminders to attorneys for updates, and updates the spreadsheets accordingly
• Preparation of billing entries for supported attorneys and review of their prebills prior to attorney review to correct for typographical and grammatical errors, and to ensure entries are billed to the correct matter
• Manages phone lines for supported attorneys, fields calls and conveys messages as necessary
• Manages emails for supported attorneys when they are in meetings or away from the office and alerts attorneys to important messages
• Communicates with clients, opposing counsel, courts, and liaisons
• Prepares and e-files documents, adhering to the legal relevant court’s legal document standards to ensure proper format and completeness for court acceptance
• Updates case information, scans documents, prepares answers, and conducts research
• Assists in shelling, drafting, and editing briefs and other filings such as petitions, complaints, and reports as directed by the attorneys and/or paralegals.
• Provide back up to colleagues on the team during absences or times of high volume.
• Manages document deliveries and tracks final executed documentation. Assists in preparing closing transcripts and legal documents to database for litigation transactions
• Assists with overflow work and other projects as assigned
• Performs overflow typing, filing, or photocopying as time permits and as requested by other attorneys
• Assists with other department activities as needed, and performs additional duties and responsibilities as assigned

Skills & Competencies:

• Established understanding of Labor & Employment and litigation laws as they relate to individuals, partnerships and corporations. Familiarity with federal and state court rules of civil procedure, administrative proceedings, and arbitration.
• Comprehension of a variety of legal court documents, including complaints, answers, rulings, judgments, affidavits, motions, appeals, table of contents/authorities, subpoenas, court dockets, reports, memos and correspondence
• Work efficiently with the ability to multi-task while maintaining the highest quality work product
• Strong ability to maintain high standards, use good judgment and seek out ways to contribute and anticipate needs
• Strong attention to detail, organizational skills and ability to manage time effectively
• Excellent interpersonal skills, communication skills and the ability to collaborate well in a team
• Position also requires the ability to work under pressure to meet strict deadlines
• Requires manual dexterity to dial a telephone, enter data into a computer, handle objects and operate tools
• Some filing is required and this would entail the ability to lift files, open filing cabinets and bend or stand as necessary
• While performing the duties of this job, the employee is occasionally required to walk from work station, to desk or to go to various offices to retrieve assignments. This position may also be sedentary and require the employee to sit for extended periods of time

Qualifications & Prior Experience:

• Bachelor’s Degree or equivalent experience is preferred
• Minimum 3-5 years of experience as a legal secretary, working in a business law practice with exposure to Labor & Employment and litigation in California is mandatory.
• Computer proficiency in Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook, as well as document management and other office technologies, expertise in e-filing
• Travel management experience is highly beneficial for any person in this role.
• Exceptional computer skills with the ability to learn new software applications quickly

The expected hourly base salary range for this position is $36.90 per hour to $48.50 per hour based on a 37.5-hour work week. Actual pay will be adjusted based on experience and other job-related factors permitted by law. Regular, Full-time employees may be eligible for a discretionary bonus, health insurance with an optional HSA, short term disability, long term disability, dental insurance, vision care, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, 401K, vacation, sick time, and an employee assistance program. Additional voluntary programs include voluntary accident insurance, voluntary life, voluntary disability, voluntary long term care, voluntary critical illness and cancer insurance and pet insurance. Commuter and Transit programs may also be available in certain markets.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applications with arrest and conviction records.

Greenberg Traurig is an Equal Opportunity Employer and committed to diversity and inclusion in the workplace. Individuals seeking employment at Greenberg Traurig are considered without regards to race, color, religion, sex, sexual orientation, gender identification, national origin, age, marital status, ancestry, disability, veteran status, or genetic information, among other protected bases.

In support of our unwavering dedication to putting diversity, equity, and inclusion into action, GT participates in the Mansfield Rule Certification Program. This Program, which is administered by The Diversity Lab, aims to increase diverse representation in the legal industry. In July 2020, we achieved Mansfield Rule 3.0 Certification. A year later, in 2021, we achieved Mansfield 4.0 Certification Plus, meaning we went beyond the requirements of the original Mansfield program. Most recently, in 2022, GT gained Mansfield Rule 5.0 Certification Plus – again achieving the highest level of certification a law firm can obtain. GT is currently participating in the Mansfield Rule 6.0 Certification Program. Providing your data during the application process helps us with achieving our goals and with meeting reporting/record-keeping obligations under federal and state law and other legal requirements. Providing your data is entirely voluntary and will not be considered in the hiring process or thereafter. Any information that you do provide will be treated confidentially.

Greenberg Traurig is committed to diversity and inclusion in the workplace. Individuals seeking employment at Greenberg Traurig are considered without regards to race, color, religion, sex, sexual orientation, gender identification, national origin, age, marital status, ancestry, disability, veteran status, or genetic information, among other protected bases.

Exemplifying our commitment to promoting inclusion and equity across our platform, the firm participates in the Mansfield Rule Certification Program (Mansfield). Mansfield, which is facilitated by The Diversity Lab, focuses on equal opportunity, fairness, and inclusivity. The Mansfield requirements are anchored in the consideration of expanded talent pools considered for select positions and open roles within the law firm and the implementation of and access to transparent processes. Utilizing the Mansfield framework, the firm’s progress and outcomes are measured and documented through Mansfield Certification Plus Metrics. In 2023, GT achieved Mansfield 6.0 Certification Plus. We are excited about our ongoing participation in Mansfield given the program’s alignment with the firm’s commitment to opportunities for advancement that are inclusive for everyone. Providing your data during the application process helps us with achieving our goals and with meeting reporting/record-keeping obligations under federal and state law and other legal requirements. Providing your data is entirely voluntary and will not be considered in the hiring process or thereafter. Any information that you do provide will be treated confidentially.