How to Be a Litigation Secretary

How to Be a Litigation Secretary How to Be a Litigation Secretary Litigation secretaries provide support to litigation attorneys and paralegals in cases filed in local, state, and federal courts and administrative tribunals. Litigation secretaries are employed in law firms of all sizes. Some secretaries provide purely administrative support. However, secretaries in many firms perform a hybrid role, functioning as both secretary and litigation paralegal. Below are several of the most common functions of a litigation secretary throughout the litigation lifecycle. Secretarial roles vary depending on the firm, the type of litigation practice, and the size of the staff. Case Screening In plaintiff firms, the first step of a case is screening the case for merit. Does the potential client have a cause of action? Do any conflicts exist? The secretary may help prepare case screening forms and schedule initial meetings between the attorney and the potential client. In some cases, the secretary will complete an initial screening by asking the potential client questions by phone. If the client is signed, the secretary will set up a new case file, and forward the retention contract and other documents to the client. Investigation In many cases, the parties conduct an investigation before a lawsuit is filed. This investigation may involve locating and interviewing witnesses, examining the accident site and collecting documentary and other evidence. The litigation secretary may assist in the process by scheduling meetings and telephone conferences on behalf of the attorney, creating witness lists, organizing evidence, and other documents and creating a reliable filing system for both paper and electronic documents. Pleadings If a lawsuit is filed, the secretary will prepare the pleadings in a word processing program. The pleadings may include a summons, complaint, affidavits, requests for admissions, and motions. The litigation secretary will often create pleading binders which organize and index all of the pleadings for a particular case. The secretary may file these documents with the court, either in person or electronically, although this task is often performed by a paralegal or court messenger. Discovery Discovery is the longest phase of the litigation process. During discovery, the litigation secretary may perform all or some of the following tasks: Preparing discovery documents in a word processing system, including interrogatories and requests for productionTyping, sending, and tracking subpoenasScheduling depositions with multiple parties, including the attorney, clients, opposing counsel and court reportersScheduling independent medical examinations and other appointments required by the Rules of Civil ProcedureCreating discovery binders; indexing and filing discovery documentsOrganizing and filing case documentsScheduling site examinations Locating and communicating with experts; organizing and filing expert reports Pre-Trial Once a trial date is set, the secretary helps the legal team prepare for trial. The secretary’s role can include: Typing and formatting pre-trial documents including motions, briefs, subpoenas, and witness listsGathering and organizing exhibitsCreating, organizing and/or indexing trial bindersHelping to organize mock trialsTracking deadlines and sending reminders to the legal teamCite-checking and proofreading briefs and legal documentsEnsuring that documents are properly formatted in compliance with court rulesCoordinating witnesses Trial The litigation secretary performs an important support role during the trial. His or her duties may include: Preparing, typing and formatting trial documentsCoordinating the preparation of charts, graphs, and other courtroom visualsScheduling couriers, court reporters, and expert witnessesOrganizing, filing, and managing documents, exhibits, and trial bindersCoordinating travel arrangements for attorneys, witnesses, clients, and others Other Administrative Tasks For those working on the defense side, the litigation secretary will enter the attorneys’ and paralegals’ time spent  on each case into the firm’s time and billing system. He or she will also send periodic invoices to the client and follow up on late payments. Other general tasks performed by the litigation secretary include: Producing information by transcribing, formatting, inputting, retrieving, copying, and transmitting text, data, and graphicsTracking case deadlinesCorresponding with clients, witnesses, and opposing counselAnswering the phoneCreating spreadsheets to track costs, exhibits, and other informationTranscribing dictationMaintaining docket systemsRouting correspondence, reports, and legal documentsOrganizing client conferences and attorney meetingsPreparing expense reportsMaintaining the attorney’s calendar by planning and scheduling conferences, teleconferences, depositions, and travel Ordering supplies Litigation Secretary Education Many litigation secretaries complete a certificate or associate degree program at a trade school or community college. However, secretaries with four-year college degrees have the most advancement opportunities within a law firm. Litigation training often occurs on the job. Experienced litigation secretaries often move into other roles in the firm, including paralegal and office management positions. Litigation Secretary Skills and Knowledge Litigation secretaries must possess a variety of interpersonal, technology and office skills as well as legal and procedural knowledge. Required skills and knowledge include: Proficiency with word processing, spreadsheet, presentation and time and billing software; familiarity with Microsoft Office suiteProficiency with transcription equipmentExcellent written and verbal skillsKnowledge of local, state and federal court litigation documentation and filing proceduresProficiency with document databases such as Ringtail, Summation, and ConcordanceE-filing experienceKnowledge of office procedures and legal terminologyStrong typing skillsSolid organization skills and multi-tasking skills Ability to interact professionally with all levels of personnel