Most of the equipment and supplies discussed in this article are common to all offices; however, there are some that are specific to law offices. You will need to have an understanding of how they work and what they are used for, even if you have not had an opportunity to get hands-on experience with them. If you are familiar with them, it will make your task of operating them easier when you secure your first legal secretary position. If at all possible, try to familiarize yourself with where equipment is situated or where supplies can be found in the office you are hired to work for as soon as possible. Ask a friendly co-worker to show you how to operate complicated or expensive equipment to avoid damaging it.
Copiers come in many sizes and have varied features. Medium-sized to large law offices have several large, multitask copiers in addition to several standard copiers. Some also have color copiers, which are very expensive to run, repair, and maintain. Be sure to familiarize yourself with all the available features of the copiers in the office. Be sure to reset the copier to zero copies and standard usage when you finish your job. This is a courtesy to other secretaries who may use the machine after you. Make sure that there is ample paper in the copier whenever you use it, including legal-sized sheets.
Postage Machines
Postage or stamp machines allow large amounts of mail to be stacked and run through at one time. Most medium-sized offices have one and all large offices have at least one. The largest law offices have separate mailrooms and employees whose sole responsibility is to process mail throughout the day. Stamp machines must be preset to the amount of postage required for each envelope. Standard procedure is to weigh all letters that appear to be over the current standard postage and separate them. Standard postage letters may be stacked in the postage machine that is set to the proper amount, and the machine will process the stack by applying a stamp and depositing the letter at the other end. Heavier items can be run through separately, after the machine is reset in batches. Be sure to reset the stamp machine to standard postage when you complete your task. As with resetting the copy machine, this is done as a courtesy to other secretaries who may use the machine after you.
Postage Scale
The postage scale is an electronic weighing device for letters and small packages. It is similar to those you may see in U.S. postal offices. It has a flat, metal top and a programmable, digital front. The letter or parcel is simply placed on top and the correct postage will be shown on the digital face. Do not overload the scale with large or exceptionally heavy items.
It is rare that anyone is unfamiliar with the use of a fax machine; however, newer versions often have many features that you may not be familiar with. All law offices will have at least two fax machines; larger offices, of course, have a large multitude of them stationed throughout the office area. Be absolutely sure to include a fax cover sheet with all faxes. Once a fax has gone through, a confirmation sheet will print out; be sure to retain this sheet. Once the fax is complete, staple the original fax (if a hard copy is not to be mailed), the cover sheet, and the transmission confirmation together and place them in the client file. If a hard copy is to be mailed as a follow-up to faxing, make a copy of the faxed letter and staple that with the other two items; then mail out the original. As with the copier machine, make sure that there is ample paper in the fax machine for printing out transmission sheets.
Will Supplies
- Envelopes. Will envelopes are made for long wear and prominent display of the attorney's name so that heirs, trustees, and/or executors can easily locate the name and number of the drafting attorney. They are usually made of heavyweight bond paper. These are used when the final draft is given to the client.
- Covers. Will covers are heavyweight bond paper covers that go on the front and back of the paper will that is enclosed. These are placed on the document before placing it in the envelope. They may be engraved with the firm or attorney name or left plain. If they are plain, the firm or attorney name must be typed on before it is placed in the envelope and presented to the client.
- Paper. Will paper is of a heavier weight than standard legal printing paper. It offers a better presentation for this document than using regular paper. Often, the first page or top page is engraved with "Last Will and Testament" at the top while continuation sheets have no printing at the top.
- Ribbon. Not all offices use will ribbons. They are not commonly used; however, you may encounter these at some point. They are simply satin ribbons with or without stick-on, or wax seals that ascetically close the will envelope. They are a finishing touch that some attorneys add to a client's will package.
Exhibit Supplies
- Labels. Exhibit labels are self-sticking, square labels that come in various colors. They are used for writing the exhibit number and applying to the exhibit.
- Stampers. Exhibit stampers allow you to change the number or letter according to which number or letter exhibit you are stamping. Litigation stampers have multiple wheels and allow dashes, slashes, letters, and numbers. Both types of stampers require an ink refill after extended use.
- Indexes. Exhibit indexes are tab style separators that make going from one exhibit to the next easy and convenient. They come in alphabet or numeric styles.
Legal Pads
Legal pads are long, ruled paper pads that are bound at the top rather than at the left side. They usually are yellow but sometimes are blue.Legal pads often are used and abundantly supplied in law offices. They are found on nearly every desk of every employee in any law office. Keep a stack handy at all times!
Conclusion
Learning about and understanding how the equipment and supplies outlined in this article are used will benefit you in securing a legal secretary's position. Even if you have not had the opportunity to gain hands-on experience with them, knowing about them will give you an edge over other applicants.
Office Politics
While we may have amiable communications with most people in our office, there are always one or two people, who, for whatever reason, we find we have conflict with. These conflicts may be minor, such as those that are evident with a personality conflict, or they can be quite major, as in cases where co-workers are making our jobs difficult to accomplish. If conflicts with one or two other employees are minor, let them go. It is not worth your time and effort to focus on relationships that are not working. Focus your attention instead on those people in your office who are mutually supportive and helpful.
If you still encounter problems from the same person or persons, take it to your boss. Once the situation has been dealt with, go about your business and keep your distance from the person who was giving you a hard time. If that person has personality issues, he or she most likely will not last long, anyway. Remember to be considerate of those you work with and show appreciation for any help you receive so that you may build goodwill with your colleagues.
While never completely accurate, the latest scandal or interesting tidbit can make for some lively lunchtime discussion; however, there are occasions when gossip can get out of hand or be damaging. When rumors are flatly and obviously untrue and designed specifically to discredit or malign another, it is time to step back and refuse to participate. While dangerous and harmful, these instances are rare and for the most part, water cooler chatter is simply a means of blowing off steam and adding some levity to the often stressful work day. Be sure that you are never the one who is starting maliciously false rumors or using this means of communication to do harm to others. Be careful about what you say, and do not say it if you would not want the same thing said about you.
Partners and associates may often disagree, as will partners with other partners, and associates with their colleagues. You may work for any of these parties when a disagreement or argument erupts. You have only one option when it comes to a situation such as this: Stay out of it.
Be sure to keep separate records, datekeepers, and scheduling books for each attorney. If both are of the laid back breed, you should not have too much difficulty splitting the work and accommodating both people; however, if one or both are demanding or feel resentful about having to share a secretary, then you will have to use some finesse to appease them.
When tension grows because you are busy with one attorney's task when the other needs you, simply take the work from the associate and ask exactly when it must be accomplished. You should then look over the items and prioritize on your own. Telling the associate, "I can't get to it now. I'm busy with Mr. X's brief," is not a good idea. You will be able to discern which items need to be done first and get the job done without raising hairs or tempers. If one or both are not adjusting to their sharing situation after a reasonable amount of time, you might want to discuss setting up a schedule with them that will work for all involved; otherwise you will end up the ping-pong ball in a match of "who gets the secretary."
With a little patience and careful planning, everyone can benefit and get what they need without running you ragged. Be sure to stand up for yourself in a calm and firm manner when you need to and stop by the water cooler for a little comic relief!
Office politics can be found in every office. Television shows like Ali McBeal and Boston Legal exaggerate the nuances and comedy that occur in law offices; however, as the saying goes, art often imitates life. You will deal with a multitude of personalities in the office you ultimately will work in. The larger the office, the more people you are exposed to and the more chances you have to find a few great co-workers with whom you get along. You will spend a great deal of time at work if you are a full-time employee, so try to take disagreements with a grain of salt and not make more out of them than need be. Keep your own sense of humor intact and speak up for yourself if things are truly difficult and you will be able to get through any conflict smoothly and almost painlessly.
