Boutin Jones INC., Attorneys at Law

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Careers

Professional Staff

Boutin Jones Inc. is looking for a Legal Secretary – Real Estate/Transactional to perform various duties as outlined below. This is a full-time position with competitive pay and benefits. Interested applicants should send their resumes to Recruiting@BoutinJones.com.

Responsibilities

Performs secretarial and clerical/administrative duties for attorneys and paralegals:

  • Processes mail daily.
  • Handles phone calls for attorneys and paralegals.
  • Schedules appointments and other events.
  • Makes travel arrangements, hotel reservations and continuing education registrations for attorneys.
  • Receives clients arriving for appointments (including beverages).
  • Maintains electronic calendar for attorneys and self.
  • Enter attorneys’ time electronically.
  • Performs conflicts checks.
  • Opens New Client/Matters in accordance with firm procedure.
  • Creates and maintains files, keeps records and prepares reports as requested.
  • Responds to and generates email messages.
  • Drafts routine correspondence and documents on own initiative for approval by attorneys.
  • Revisions and clean up to documents prepared by attorneys and paralegals including creation of table of contents, indices and software generated styles.
  • Perfects documents for filing with various administrative agencies; files such documents and follow through as necessary.
  • Performs other duties as required.

Proficiencies

  • Windows 7/10 Pro
  • Microsoft Office Suite: Word, Outlook, Excel, PowerPoint.
  • Document management system (comparable to Open Text eDocs).
  • Document comparison software (comparable to Delta View/Workshare®).
  • Automated document creation software (paragraph numbering, document ID and Table of Contents).
  • Internet usage.
  • Time Entry software.
  • Electronic Calendaring and Docketing.
  • Adobe Acrobat Pro 11 and above.
  • Scanning/OCR software.
  • Familiarity with law libraries.
  • Familiarity with necessary forms and documentation in connection with commercial real estate transactions.
  • Familiarity with Courts, Secretary of State and County Recorder filing procedures and requirements.

Equipment Used

  • Computer running Microsoft Windows Operating System
  • Transcription
  • Printer; Multifunction device: copier/scanner/printer
  • Fax
  • Postage meter and mail scale

Job Requirements

High school graduate with five+ years of experience, three of which will have come as a transactional secretary or paralegal in a law office or law-related office. Completion of at least 2 years of college or vocational school is helpful.  Must have computer skills to meet standards of accuracy and speed set by this office. Spelling, grammar and punctuation must be exceptional. Basic ability in math and report keeping needed. The candidate will have a team spirit attitude, be able to meet and communicate with people pleasantly and represent the law office in an efficient, professional manner. Applicant must present himself/herself in a professional manner and dress accordingly.

 

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Friendly, professional, responsive, honest, fair, open . . . those are words used to describe the Boutin Jones culture. What’s the best way to judge whether those words are real values in our workplace? Notice how infrequently employees leave the firm. You won’t find a lower attrition rate in our region. We’ve created a comfortable, stable, challenging and professionally rewarding environment with a group of staff members we believe are outstanding.

The admiration seems to be mutual. We’ve been nominated—by our employees—as a Best Place to Work ten out of the last eleven years. That means at least 75% of our workforce took the time to fill out surveys letting the Sacramento Business Journal know they like working at Boutin Jones. We do our best to return the compliment each and every day.

The Boutin Jones law firm reminds me of how law firms used to be. They are family-oriented, they care about employees, and everybody helps each other. It’s just a nice place to work. – Trish Doyle, legal secretary at Boutin Jones