Secretary - Pretoria

A well established company is looking for an experienced Secretary II in their Pretoria Branch.

Duties and responsibilities

Accurate opening of files and recording of information
Maintaining files in accordance with the firms and commercial department procedures
Arranging meetings efficiently and updating team diary
Basic typing documents accurately without errors
Managing team workflow and workflow software
Managing and maintaining team precedent library
Logging, following up on and reporting on any maintenance or fault queries in respect of the support software
Attending training session in respect of the team support software
Ensuring that invoices received on behalf of clients are captured on accounting systems for accounting department processing
Adhering to agreed month end billing procedures
Capturing approved invoices on account system
Sending invoices to clients timeously
Reconciling final accounts immediately after a matter is finalized
Handling of all general queries relating to invoices within a specified time period
Formatting and editing of commercial agreements from other documents prepared by professionals

Skills and Knowledge

Good administrative skills to be applied to management of office files, workflow software, incoming and outgoing correspondence (including e-mail) and electronic diary
Typing speed of 65+ wpm and excellent dictation skills
Fully conversant in English (speak and read)
Computer proficient and adaptable to new software and/or hardware environments
Team player
Able and to work under pressure and priorities
Proficient in MS Office suite and legal accounting systems and well as legal practice management programs
Attention to detail
Ability to handle all accounting issues
Flexibility with respect to time & work (will be required to do work outside office hours)
A person with a moderate temperament who are able to deal with the daily demands

Matric/National diploma (Secretarial) or equivalent qualification
Experience in working in a law firm
3 – 5 years secretarial experience

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