Job Description

Short Description:

A Dictation Secretary is responsible for transcribing dictated materials, including reports, correspondence, and other documents, accurately and efficiently. Their duties include listening to audio recordings, typing out the content, proofreading for errors, and formatting documents according to organizational standards. Dictation Secretaries also manage administrative tasks such as scheduling appointments, maintaining files, and ensuring confidentiality of sensitive information. Strong typing skills, attention to detail, and excellent listening abilities are essential for success in this role, as Dictation Secretaries play a vital part in ensuring clear and effective communication within the organization.

Duties / Responsibilities:

• Perform general admin tasks, respond to internal calls, and manage calendars.
• Prepare and process legal documents and papers, such as summonses, subpoenas, complaints, appeals, motions, and pretrial agreements.
• Mail, fax, or arrange for delivery of legal correspondence to clients, witnesses, and court officials.
• Receive and place telephone calls.
• Organize and maintain law libraries, documents, and case files.
• Schedule and make appointments.
• Make photocopies of correspondence, documents, and other printed matters.
• Assist attorneys in collecting information such as employment, medical, and other records.
• Draft and type office memos.
• Complete various forms, such as accident reports, trial and courtroom requests, and applications for clients.
• Prepare and distribute invoices to bill clients or pay account expenses.

Skills / Requirements / Qualifications

• Clerical: Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
• English Language: Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Law and Government: Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.
• Computers and Electronics: Knowledge of office software including MS Word, Excel, and Outlook
• Writing: Communicating effectively in writing as appropriate for the audience's needs.
• Reading Comprehension: Understanding written sentences and paragraphs in work-related documents.
• Active Listening: Giving full attention to what other people are saying, taking time to understand the points made, asking questions as appropriate, and not interrupting at inappropriate times.