Secretary III

Duties and Responsibilities:

• Matter Administration
  • Create new matters according to departmental procedures
    • Open new client accounts when required
    • Open new matters in line with departmental requirements
    • Ensure e-mails, correspondence and client documents are sorted and filed to correct database
    • Close matters using the prescribed departmental procedures
    • Manage electronic diary including diarizing matters and managing deadlines

• Financial Administration
  • Complete preparatory steps for invoicing
    • Minimize unrecoverable expenses
    • Complete requisition forms according to firm policies and procedures
    • Ensure all fees and disbursements to be invoiced are captured to WIP before month-end
  • Prepare monthly invoices
    • Gather WIP for each matter to prepare pre-bill
    • Check pre-bill narratives comply with departmental requirements
    • Edit pre-bill as requested by fee earner
    • Ensure fee earner approves pre-bill before posting
  • Pass invoices and ensure that the matter is on zero balance before closing of the file
  • Correct invoices where necessary
    • Ensure debit or credit notes are correctly processed when required
    • Obtain fee earner permission/instruction before altering invoices already finalized
    • Ascertain whether trust money is available on a matter to off-set invoices before sending invoices to clients
  • Follow up on outstanding accounts
    • Keep a list for account follow-ups to attend to collection of outstanding payment when required
    • Contact client regarding outstanding invoices when notified by Accounts that account is overdue

• Preparing Documents
  • Prepare documents with care and efficiency
  • Save documents correctly to the relevant electronic database used
  • Prepare draft correspondence, including draft reports and responses in respect of official actions and correspondence to clients
  • Draw reports from Patricia

• General Administrative Tasks
  • Manage queries and requests
    • Answer any queries or requests promptly and effectively
    • Ensure information provided is correct at all times
  • Pay attention to detail
  • Schedule appointments as required by departmental procedure
  • Ensure the matter description is used when scheduling appointments
  • Ensure to send appointment invitations to the correct parties
  • Utilize the necessary electronic system to ensure venues are booked correctly

Skills and knowledge

• Attention to detail
• Typing 40/50/60 wpm (copy typing)
• Verbal and written communication skills
• Ability to adjust to changing demands of day-to-day practice requirements
• Ability to work on several matters at a time
• MS Office: Word, Excel, Outlook
• Working knowledge of general office equipment
• Basic accounting
• Aderant Expert (CMS) preferable
• Patricia

Qualification/s

• Grade 12/ Matric
• Secretarial Diploma
• Clerical, secretarial or office experience preferable

Information :

• Company : Adams Adams
• Position : Secretary III
• Location : Cape Town, Western Cape
• Country : ZA