Legal Assistant/Secretary

Walkup, Melodia, Kelly & Schoenberger - San Francisco, CA


Walkup, Melodia, Kelly & Schoenberger seeks an experienced Legal Assistant/Secretary with a strong personal injury litigation background. A successful applicant must be able to prioritize workload to meet deadlines and client needs in a fast paced environment.

This employee's primary duties are to prepare and transcribe legal and administrative correspondence and documents, maintain legal files, manage the calendar of assigned attorney(s) and communicate with clients, opposing counsel, courts, agencies and general public.

  • Prepare and mail legal administrative correspondence
  • Format, put in final form and proofread all work product from attorney sent via dictation, hard copy and/or email
  • Manage attorney calendar including calendaring deadlines as well as appointments/commitments. Coordinate with master calendar clerk
  • Make travel arrangements for attorney
  • Schedule CourtCall appearances for cases
  • Obtain motion dates from court as required
  • Type, gather supporting documents, organize, and execute filing of all motions and oppositions as instructed by attorney
  • File all pleadings (hard copy or electronically) at the proper court in a timely manner
  • Label and route all documents for proper filing location
  • Trial preparation including preparation of trial binders, exhibits, blow-ups, scheduling experts, MIL’s, CACI jury instructions, etc.
  • Receive any and all incoming phone calls
  • Retrieve and manage incoming voicemails and emails
  • Retrieve contents of attorney’s outbox and mailbox and handle or route appropriately
  • Maintain information on Possibles, Case Cards, Case Sheets and Case Lists
  • Open possible new cases, routing SOL’s to master calendar and attorney’s calendar
  • Order and save reports and/or medical records for possible cases
  • Have new cases opened as a file upon receipt of signed contract
  • Transcribe all dictation in a timely manner
  • Maintain Outlook calendar for all SOL’s, reminders, tentative rulings, appointments, confirming depositions and verifying coverage
  • Prepare and file all Complaints at appropriate court
  • Serve Summons and Complaint; file POS with Court
  • Upon receipt, save then forward discovery scanned from master calendar onto assigned paralegal, copying attorney where warranted
  • Prepare cover letters to clients requesting draft discovery responses and ensure the original discovery is routed to paralegal for further handling (copies can be routed to attorney for their information)
  • Create, maintain, and organize electronic files, including creation of the master case sheet, the master proof of service, and the master caption
  • Prepare notification letters to clients re: deposition dates, IME’s and court dates
  • Draft Case Management Statements for attorney’s completion
  • Coordinate and confirm deposition dates, arrange CSR, and if needed videographer, interpreter
  • Upon settlement of a matter coordinate with attorney, paralegal, and other secretaries working on the case, to contact all experts and vendors requesting that all outstanding invoicing be promptly emailed or faxed
  • Ensure that any last minute costs are promptly approved and Accounting is made aware to include such costs on the settlement statement
  • Advise building security of attendees of meetings, depositions, etc.
  • Save deposition transcripts to the client file folder


  • Minimum of 3-5 years of administrative experience in a legal environment.
  • Advanced knowledge of word processing and document formatting.
  • Proficient in Microsoft Office (Word, Excel, Outlook and Powerpoint); Adobe, CompuLaw.
  • Experience with State and Federal filing/e-filing procedures.
  • Solid understanding of court rules, procedures and calendaring.
  • Good verbal and communication skills.
  • Able to work under pressure, self reliant and can prioritize workload.
  • Must be organized, detail oriented, have excellent interpersonal skills and a team player.

This is a full-time position (35 hours/week) with occasional overtime.

Job Type: Full-time

Work authorization:

  • United States (Required)