Laguna Hills
Job Description Secretary– Law Firm Location: Laguna Hills, CA Reports to: Senior Paralegal and Owner Physical elements: · Working in a seated position for 4+ hours each day · Working visually with a computer screen for 4+ hours each day · Typing and using a mouse frequently throughout the day · Must be able to lift 25 pounds Hours: · Monday - Friday, 8:30 a.m. – 5:00 p.m. Hours are subject to change. · May be required to work overtime. · Must be at work daily and on time. · This is an in-office position. Benefits: · IRA Plan with 3% matching · Sick PTO · Vacation PTO · Health Insurance Reimbursement Salary Range: $34,320- $47,840 per year, depending on experience and qualifications Position Overview: We’re seeking a highly organized, reliable, and proactive Secretary to support our attorneys and keep the office running smoothly. This role blends traditional secretary duties with office administrator responsibilities including billing, client intake, operations, and records management. Discretion, adaptability, detailed oriented and strong multitasking skills are essential. Key Responsibilities Discretion & Confidentiality Expectations • Requires the highest level of ethics, honesty, and integrity., • Handle highly confidential and sensitive information with the utmost discretion, including client records, case files, and firm correspondence., • Uphold attorney–client privilege in all communications and document management., • Answer and screen all incoming phone calls; take messages, route inquiries, and direct calls to appropriate attorneys or staff., • Greet visitors and new clients in-person professionally., • Conduct client intake: open new client accounts in PracticeMaster and the firm's shared drive (I‐Drive), perform conflicts checks, and input contact and case information., • Handle voicemail and prompt forwarding to relevant parties., • Maintain attorneys’ calendars: schedule appointments, hearings, depositions, court dates, and doctor or medical appointments., • Set up and coordinate conference calls and meetings (including room reservations or virtual links)., • Request, track, and manage medical records and medical liens; follow up as needed., • Archive closed client files and maintain both physical and digital records., • Scan, fax, and file documents; ensure client folders (physical and electronic) are current, accurate, and well-organized., • Prepare and mail documents—including filings under penalty of perjury., • Draft correspondence to Attorney’s and clients, • Prepare invoices using firm billing software., • Make outbound billing calls to clients to collect outstanding balances., • Initiate collections process when necessary (including sending accounts to collection)., • Oversee and pay monthly office bills and vendor invoices., • Order office supplies and maintain inventory levels (printer paper, ink, etc.)., • Perform printer maintenance: change ink, refill paper, troubleshoot issues., • Routine office tidiness and maintain an organized workspace., • Travel to and from the Courthouse to assist with Hearings and Trial, • Travel to and from the Bank to Deposit Cash or Checks, • Travel to and from the Post Office Qualifications & Skills Basic Requirements: • High School diploma or GED required; Associate’s degree in legal studies, business, or related field preferred., • 2+ years of experience in a legal support role or administrative environment, preferably in a law firm., • Proficiency with MS Office Suite (Outlook, Word, Excel) and experience with case/practice management software (e.g. PracticeMaster)., • Strong written and verbal communication skills., • Typing speed around 50–80 WPM with high accuracy., • Knowledge of legal terminology and office procedures., • Experience handling billing, invoicing, or basic bookkeeping., • Discretion when handling sensitive or confidential information., • Notary certification, experience with e‐filing, or prior work in personal injury or medical‐record-intensive practice areas a plus., • Strong multitasking and time‐management capabilities., • High level of professionalism in client-facing interactions., • Office readiness: printer maintenance, supply ordering, and light custodial oversight., • Initiative and self-direction combined with collaborative teamwork., • Familiarity with medical records processing, lien negotiations, and basic collections activities. The Law Office of Foroozandeh is proud to be an Equal Opportunity Employer. We do not discriminate in employment on the basis of race, color, religion, sex (including pregnancy, childbirth, and related medical conditions), gender identity or expression, sexual orientation, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by applicable laws. Our EEO commitment extends to all aspects of employment, including but not limited to recruitment, hiring, placement, promotion, training, compensation, benefits, transfers, layoffs, termination, and other terms and conditions of employment. We are committed to fostering a diverse and inclusive workplace where all individuals feel valued, respected, and empowered to succeed. Our hiring decisions are based solely on merit, qualifications, and business needs, not on personal characteristics unrelated to job performance. We support applicants and employees with disabilities by providing reasonable accommodations throughout the application and employment process. Please let us know if you need assistance applying or performing job-related tasks Company DescriptionThe Law Office of Foroozandeh is proud to be an Equal Opportunity Employer. We do not discriminate in employment on the basis of race, color, religion, sex (including pregnancy, childbirth, and related medical conditions), gender identity or expression, sexual orientation, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by applicable laws. Our EEO commitment extends to all aspects of employment, including but not limited to recruitment, hiring, placement, promotion, training, compensation, benefits, transfers, layoffs, termination, and other terms and conditions of employment. We are committed to fostering a diverse and inclusive workplace where all individuals feel valued, respected, and empowered to succeed. Our hiring decisions are based solely on merit, qualifications, and business needs, not on personal characteristics unrelated to job performance. We support applicants and employees with disabilities by providing reasonable accommodations throughout the application and employment process. Please let us know if you need assistance applying or performing job-related tasks.The Law Office of Foroozandeh is proud to be an Equal Opportunity Employer. We do not discriminate in employment on the basis of race, color, religion, sex (including pregnancy, childbirth, and related medical conditions), gender identity or expression, sexual orientation, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by applicable laws. Our EEO commitment extends to all aspects of employment, including but not limited to recruitment, hiring, placement, promotion, training, compensation, benefits, transfers, layoffs, termination, and other terms and conditions of employment. \r\nWe are committed to fostering a diverse and inclusive workplace where all individuals feel valued, respected, and empowered to succeed. Our hiring decisions are based solely on merit, qualifications, and business needs, not on personal characteristics unrelated to job performance. \r\nWe support applicants and employees with disabilities by providing reasonable accommodations throughout the application and employment process. Please let us know if you need assistance applying or performing job-related tasks.