Paralegal I at Adams & Adams

Description

Duties and responsibilities

• Billing files, including preparing full billing data and costing (and notation) of files on CMS (both     Debit notes and Credit notes)
• Dealing with account queries
• Maintaining proper and up to date electronic files on Patricia
• Capturing daily to ensure that all accounting is in order
• Reviewing paws journals and sending watch letters
• Answering telephone and screening calls
• Liaising with clients telephonically
• Requesting searches from Trade Marks Office and Companies & Close Corporations Office
• Filing formal documents through the relevant portals
• Sending and receiving e-mails
• Photocopying of various documents
• Ordering stationery for partner
• Typing/editing of documents/faxes/letters for partner, as well as for PA’s and CA’s allocated to partner (dictation and copy typing)
• Writing of routine letters to clients/Registrar (reminders/requests for extensions)
• Maintaining litigation diary and creating weekly diary lists
• Collating (and copying) of annexures for affidavits/other documents
• Scanning of documents to dispatch with e-mail messages
• Digital photography of evidence
• Preparation of basic forms for filing with Registrar, e.g. TM3, TM4
• Liaise with clients/agents from time to time to set up consultations
• Arranging venue/s for consultations
• Arranging for translation of documents (e.g. from French to English) through external translators
• Drawing (preparing requisitions) cheques for payment of agents/service providers/etc.
• Arranging for services on CIPC/ High Court
• Occasionally preparing computer presentations (on PowerPoint)
• Requesting updates of address database / new account numbers on CMS
• Assisting with preparing of High Court litigation papers as well as paginating and indexing of such papers
• Preparing schedules for litigation papers and other trade mark matters
• Opening new files on Litigation computer system
• Closing files once the matter is finalised
• Managing accounts and following up on overdue accounts timeously
• Online research for litigation 

Requirements

Skills and knowledge

Functional:

• Typing speed of at least 70 words per minute (with 100% accuracy)
• Proficiency in dictation typing
• Computer literacy in MS Word, Excel, etc.
• Fluency and accuracy in English
• Accounting skills/abilities
• Good record keeping
• Ability to draw up basic letters and faxes, etc.
• Professional telephone manner – ability to deal with clients

Other:

• Ability to be observant, e.g. for discrepancies in papers
• Accuracy in all matters
• Good people skills – dealing with clients and staff members
• Ability to take initiative and to be proactive
• Ability to analyse situations and make basic decisions
• Good organizational skills – prioritizing work
• Punctuality
• Work produced must be neat
• Pay attention detail
• Ability to work under substantial pressure and to work independently
• Flexibility with regard to time and work
• Reliability
• Ability to maintain confidentiality

Qualification/s

• Matric/ National Diploma or equivalent qualification
• Secretarial Diploma/Certificate (preferably legal)
• 4+ yrs relevant experience as a secretary