Legal Secretary

Job Description

Job Description

Haney Law is a highly specialized plaintiff law firm representing professionals and employees nationwide in disability insurance, ERISA long-term disability, life insurance, and accidental death claims.

Our practice is relationship-driven, technology-forward, and increasingly powered by artificial intelligence. We are seeking an organized, compassionate professional who enjoys helping people through difficult times while keeping a busy legal practice running smoothly.

Our legal secretary serves as the operational hub of the office, ensuring exceptional client service, organization, and execution.

Position Summary

The Legal Secretary is responsible for coordinating the day-to-day operations of the practice, managing client communications, maintaining case organization, scheduling, document quality control, and supporting the attorney throughout every phase of a disability insurance claim or lawsuit.

Client Communication

· Serve as the primary point of contact for clients and potential new clients

· Return calls and emails promptly

· Keep clients informed regarding case status

· Schedule attorney conferences

· Coordinate medical record requests

· Coordinate physician questionnaires

· Coordinate files for Vocational Evaluations

· Assist clients with claim paperwork

· Maintain excellent client relationships

Case Management

· Open and organize new files, close out files, and decline cases

· Screen incoming calls for potential new clients

· Maintain electronic case files

· Track important deadlines and appointments

· Monitor insurance company correspondence

· Maintain litigation calendars

· Prepare files and draft documents for attorney review

· Ensure documents are properly named and organized

AI Workflow Management

· Upload records into AI systems

· Review AI-generated summaries for accuracy

· Verify citations

· Ensure documents are complete

· Organize AI work product

· Prepare attorney review packets

· Serve as the human quality-control review before attorney review

Medical Records Management

· Coordinate record requests

· Follow-up on outstanding requests

· Organize incoming records

· Track missing providers

· Maintain organized electronic files

Administrative Operations

· Calendar management

· Office coordination

· Mail, FedEx and certified mail

· Faxing

· Office supplies

· Vendor coordination

Quality Control

· Review outgoing documents for formatting, completeness, exhibits, signatures, client names, consistency, and professionalism

Desired Qualifications

· 5+ years legal secretary or legal assistant experience

· Excellent communication skills

· Strong organizational abilities

· Attention to detail

· Comfort with technology

· Microsoft Office and Adobe Acrobat

· Experience with AI tools or willingness to learn

Personal Characteristics

· Organized

· Calm under pressure

· Friendly and compassionate

· Independent

· Reliable

· Professional

· Adaptable to new technology

· Able to identify mistakes before documents leave the office

What Success Looks Like

· Know every active case

· Anticipate attorney needs

· Keep clients informed

· Ensure nothing falls through the cracks

· Deliver an exceptional client experience

Time Allocation

Client communication & experience - 30%

Case management & workflow - 25%

AI quality control & document review - 20%

Medical record coordination - 10%

Calendar & attorney support - 10%

Office administration - 5%