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Are you searching for a legal administrative assistant job description? Get to know about the duties, responsibilities, qualifications, and skills requirements of a legal administrative assistant. Feel free to use our legal administrative assistant job description template to produce your own legal administrative assistant job description. We also provide you with information about the salary you can earn as a legal administrative assistant.

 

Who is a Legal Administrative Assistant?

A legal administrative assistant is a professional who is involved in the administrative functions of a law firm,  handling a variety of tasks daily. Legal administrative assistants provide paralegals and attorneys with support in a legal setting. They create legal documents, coordinate schedules, perform legal research, and make sure the office is run effectively and efficiently. A legal administrative assistant’s specific responsibilities vary depending on the business, although they typically include a variety of secretarial tasks. The typical duties of someone in this type of position are filing, running errands, and taking messages, but if they have sufficient legal knowledge, they may also be expected to execute additional duties.

An administrative assistant may be required to conduct legal research in some agencies, but this takes more legal expertise than a general secretary would have. Even while the abilities can be picked up on the job, many assistants choose to get specialized training first to increase their job readiness. Basic office duties like filing and keeping track of documentation are often the domain of a legal administrative assistant. To efficiently serve clients, law offices may have a substantial amount of case-related paperwork that needs to be maintained and managed. Even though other secretaries might also handle this more basic task, keeping track of appointments is frequently entrusted to assistants.

A legal administrative assistant’s duties frequently include transcription and file preparation. Both proficient typing skills and legal terminology understanding are needed for these activities. Many people discover that taking legal transcription-specific courses is highly beneficial while looking for work in this industry. A certain level of legal expertise is required to conduct research for attorneys, but an individual who meets the necessary qualifications might be asked to handle this kind of work. On the job, the requirements of the lawyer or law company will be made clear. To be able to execute basic research work, one typically only has to be able to follow instructions and be knowledgeable enough to understand the law.

The majority of the time, the task only requires that you follow instructions. If someone applies common sense and follows all pertinent instructions, the assignment will be accomplished whether they are asked to type up a letter or run to deliver materials. Many individuals think that a specialty degree is required for employment as a legal administrative assistant due to the complexity of the position and how tough it is to get employed. Even though they are helpful, additional credentials are not always necessary to carry out the job. The work of legal administrative assistants involves a lot of technology because law offices today are increasingly relying on computers to speed up legal work. Legal administrative assistants frequently use word processing programs, spreadsheet or accounting software, Internet-based docket and filing systems, and computerized legal research databases.

To become a legal administrative assistant, you require an associate’s degree or certification in legal administration. For those just starting in the legal profession, the majority of law firms and courts offer on-the-job training. Study the legal system, familiarize yourself with legal jargon, and practice creating and submitting legal papers. This position also requires excellent communication and public speaking skills. Legal administrative assistants may discover alternative legal options after working for a while, such as litigation secretaries and transcriptionists. Legal administrative assistants need to be meticulous, use good judgment, have excellent written and verbal communication skills, and have a strong desire to serve lawyers and paralegals in their work to succeed. The best applicants will be knowledgeable about important legal concepts, incredibly accurate, have great IT abilities, and have good time management.

 

Legal Administrative Assistant Job Description

What is a legal administrative assistant job description? A legal administrative assistant job description is simply a list of duties and responsibilities of a legal administrative assistant in an organization. Below are the legal administrative assistant job description examples you can use to develop your resume or write a legal administrative assistant job description for your employee. Employers can also use it to sieve out job seekers when choosing candidates for interviews.

The roles and responsibilities of a legal administrative assistant include the following:

• Organize and support the legal department’s daily administrative activities.
• Manage and carry out the prompt delivery of the contracted legal services.
• Take notes while reading legal briefs; write letters, reports, and datasheets.
• Take in visitors and assist in resolving their legal issues.
• Manage and upkeep databases and legal documents.
• Organize and keep up with the records, files, and filing system.
• Investigate and confirm case intelligence
• Create court-required papers.
• Organize the workplace calendar and appointment times
• Correct grammar, spelling, and punctuation in correspondence by proofreading and editing it.
• Deal with all correspondence.
• Print and store letters.
• Create legal papers, including summonses, subpoenas, complaints, motions, briefs, pleadings, wills, trusts, and deeds, by the rules and procedures of the court.
• Booking flights, arranging ground transportation, and making hotel or other lodging reservations for attorneys’ and clients’ travel is all part of the coordination process.
• Gather, examine, and keep case records, including court documents, witness accounts, and other records
• Set up meetings with witnesses, clients, and other parties engaged in the case.
• Answer phones, greet clients and other visitors, handle mail and faxes, and oversee office operations.
• Review case records to decide each case’s next course of action.
• Record courtroom activities during trials or hearings for use as evidence in subsequent hearings or appeals.
• Maintain and organize all case-related documentation in paper and electronic files.
• Manage the front desk of the office by extending a warm welcome to customers, taking messages, arranging appointments, and filing paperwork.
• Create customer invoices
• Make travel plans, including reservations for hotels and flights.
• Complete all urgently needed time-sensitive items.
• Synchronize audio, video, and other technology for online conferences and meetings.
• Use the document management system to properly file paperwork.
• Set priorities, manage various tasks, and promptly share assignment status updates.
• Collaborate closely with other team members and staff to achieve a common goal.
• Conduct accurate legal analysis and research.
• Interpret legal papers that contain laws, decisions, and regulations.
• Assemble, proofread and revise drafts of legal documents and reports.
• keep daily records and file paperwork in both electronic and physical form.
• Consult with other companies or organizations for pertinent information.
• Create and arrange information, and productivity tools for quick reference for the office.
• Prepare and format reports for management and the law.
• Maintain and update tracking systems and databases.
• Respond to all questions on the matter.
• Make sure administrative information and support are efficient and effective.
• Control inventory, office supplies, stationery, and other items.
• Plan and coordinate staff meetings, as well as meetings with clients and personnel.
• Help and support other employees, including the administrative staff, in carrying out their duties.

 

Qualifications

• Bachelor’s degree in Law is essential.
• Paralegal certification is required.
• At least a year of experience in a legal environment.
• Analytical thinking ability.
• Proficiency in legal research.
• Must be able to understand and interpret legal documents.
• Thorough knowledge of databases and tracking systems.
• Excellent organizational skills.
• Detail-orientedness
• Ability to work well under pressure.
• Ability to always meet deadlines.
• Must be capable of working independently and as part of a team.
• Outstanding written and verbal communication skills.
• Proficiency in Microsoft Office, Lexis-Nexis, USAO, and scheduling software and essential.

 

Essential Skills

• Communication skills: The ability to exchange information with others is known as communication skills. As an administrative assistant, you engage with individuals in person and online while relaying messages, returning calls, and responding to emails. Legal assistants communicate information regarding clients, cases, and legal papers using their communication abilities.
• Interpersonal Skills:  The capacity to establish a good rapport with people and effectively interact with them is known as interpersonal skills. Among them include attentive listening, compassion, empathy, patience, reliability, and friendliness. It’s crucial to be amiable and personable because legal administrative assistants frequently work closely with attorneys. Interpersonal abilities might help you establish rapport and maintain a healthy work environment because you may also need to deal with clients.
• Attention to detail skills: A legal administrative assistant needs to always pay close attention to detail. To make sure you’re giving your employer accurate information, it’s crucial to be able to spot errors in documents, data, and other files. Paying close attention to the details can also increase your productivity and ensure that activities are completed appropriately.
• Computer skills: One of the most essential requirements for the job of a legal administrative assistant is computer proficiency. Legal assistants should be able to use Microsoft Word, Excel, and other common programs. They should also have a foundational understanding of computers. It’s crucial to have computer abilities that enable you to learn new software because they may also be necessary to operate the case management software used by legal firms.
• Legal research skills: Legal research skill is the ability to find and interpret legal documents efficiently. As a legal assistant, you may need to perform research to aid your employer in comprehending the rules or regulations. The ability to guarantee that all relevant information is included while producing court case files is another way that legal assistants employ this ability.
• File management skills: Keeping files organized and up to date in an office requires a skill called file management. Legal administrative assistants frequently need to have great file management abilities because they could be in charge of keeping track of crucial papers or information. To do this, you might need to make new folders as needed, add new information to existing files, and keep track of where each file is stored.
• Time management skills: An administrative assistant must be effective at time management. You can be in charge of controlling the workflow of your team, keeping calendars updated, and setting up appointments. Being effective and productive in your job can be facilitated by having solid time management abilities.
• Organizational skills: A strong sense of organization is essential for a legal administrative assistant. As a legal administrative assistant, you might be in charge of keeping track of numerous distinct pieces of information as you manage files, calendars, notes, and other activities. Your ability to maintain organization will help you finish your chores quickly and keep things moving smoothly at work.
• Problem-solving skills: Having the capacity to recognize and address problems is a problem-solving skill. Since a large portion of legal administrative assistants’ responsibilities entails assisting attorneys in resolving client difficulties, they frequently apply problem-solving techniques when they collaborate with attorneys. For instance, if a lawyer needs information from a third party, the legal assistant may need to find the information or get in touch with the third party to resolve the situation.
• Scheduling skills: The capacity to properly organize and manage time is referred to as scheduling skills. When putting together calendars for attorneys, courts, or clients, legal administrative assistants frequently use their scheduling abilities. When arranging meetings, conferences, and events, they also employ scheduling techniques. Knowing how long jobs take to complete helps you schedule correctly.
• Proofreading and editing skills: Editing and proofreading are two skills that legal administrative assistants generally need to possess. A document or set of papers is proofread to look for spelling, grammatical, and punctuation issues. Legal secretaries frequently edit critical letters and papers before submitting them. Similar to proofreading, editing entails checking written content for flaws and making corrections as needed.

 

How to Become a Legal Administrative Assistant

Step 1: Acquire education

There are relevant ways in which high school prepares a prospect for a career as a legal administrative assistant. You can gain background information that you could apply to a law office setting by taking mathematics, English, and computer subjects in high school. If your institution provides career-focused classes for administrators and secretaries, you can master the fundamentals of office administration. A diploma or GED is also required for entry into formal training programs for legal administrative assistants. The completion of formal training is optional, but some law firms favour legal administrative assistants who have earned a degree or other postsecondary credentials.

For aspiring legal administrative assistants, it is advisable to enroll in an institution that provides a bachelor’s degree program in legal administration. The course offers classes on law-related topics like legal ethics, legal writing, legal research, billing procedures, state and federal court systems, court filing and law office procedures, different legal codes, and record keeping. It also offers modules on state and federal court systems. It also includes escrow units, torts, and the appropriate buying techniques. These classes provide them with the knowledge they need to tackle legal issues at work. Legal administrative assistants need to be prepared to handle the firm’s operations and employees, which calls for a business administration degree. The degree covers modules in management, operations, finance, and other business-related topics. Due to the use of computers in their daily jobs, legal administrative assistants can also in introductory computer courses individually. They must create reports, handle legal systems online, and perform research. Additionally important is understanding how billing software works.

Step 2. Acquire experience through training and internship

Candidates for legal administrative assistant positions with suitable work experience are preferred by employers in legal sectors. Legal administrative assistants receive on-the-job training from seasoned experts in the same company. To learn how to carry out particular tasks and procedures connected to their jobs, they could observe other legal secretaries or paralegals in the workplace. Learning how to use legal software, handling the scheduling system, and transcribing papers are some examples of training. You might inquire about internships or temporary work opportunities by contacting law firms or governmental organizations with legal divisions. Ask to help a paralegal if they hire you for an internship to increase your understanding of creating legal documents and submitting them to court. Look for other options to gain administrative experience in a comparable context if you are unable to receive training in a legal office. Some law firm executives join professional organizations after graduating from college. These organizations provide recent graduates with networking opportunities and the chance to learn more about the industry. Professional support is provided by groups like the Association of Legal Administrators through webinars, conferences, and networking events. These tools are crucial in assisting them in advancing their careers.

Step 3. Apply for legal administrative assistant positions

Legal administrative assistants’ practice during the internship is a crucial source of experience. It enables them to take advantage of more advanced professional prospects, like running an entire law department. Legal administrative assistants can also manage formal contracts in a variety of institutions, including firms, hospitals, and schools. There are several potential workplaces for legal administrative assistants that might result in career fulfillment, including private law firms, courts, non-profit organizations, and governmental agencies.

Step 4. Acquire certification

Although certification in the area is not compulsory, it might lead to work prospects and career advancement. Since some law companies offer on-the-job training, becoming a legal administrative assistant doesn’t necessarily need you to follow a set educational path. However, junior colleges, trade schools, and vocational schools provide a decent assortment of certificate programs. Completing a degree of study in this area is a wise decision because you’ll be expected to have a firm grasp of fundamental office practices, legal vocabulary, and computer applications. If an administrator or administrative assistant passes the association’s exams, the Association of Legal Administrators will accredit them as a Certified Legal Manager.

Step 5. Seek career advancement.

Legal administrative assistants most likely have the chance to enhance their legal careers. The careers of many legal administrative assistants begin as paralegals or legal secretaries. They might be promoted to jobs with increasing responsibility as they develop experience and skills, including administrative assistant, office manager, or human resources coordinator. Some legal support staff members may go on to practice law. The careers of many legal administrative assistants begin as paralegals or legal secretaries. They might be promoted to jobs with increasing responsibility as they develop experience and skills, including administrative assistant, office manager, or human resources coordinator. Some legal support staff members may go on to practice law.

 

Where to Work as a Legal Administrative Assistant

Legal administrative assistants are employed by law firms, business legal departments, governmental institutions, and nonprofit organizations. Although they frequently work longer hours to fulfill deadlines or attend meetings on the weekends or after hours, they usually put in a conventional 40-hour work week. Many legal administrative assistants operate in a welcoming, well-lit workplace. Some might have jobs in courts or law libraries. Although the majority of legal administrative assistants work normal hours, others may work part-time or on a flexible schedule.

 

Legal Administrative Assistant Salary

The salaries of legal administrative assistants can vary widely depending on some important factors such as level of education, certifications, additional skills, and experience in the profession. In the US, the average Legal Administrative Assistant salary is $35,005 per year, but the salary range typically falls between $31,259 and $39,356 per year. In the UK, the average Legal Administrative Assistant salary is £23,979, but the range typically falls between £18,682 and £32,098 per year. In Canada, the average legal administrative assistant salary is $45,008 per year. The entry-level positions usually start at $36,075 per year more experienced positions earn up to $56,903 per year.

The average legal administrative assistant salary in Germany is 58.150 €. or an equivalent hourly rate of 28 €. In addition, they earn an average bonus of 1.419 €. The salary scale ranges from  41.706 € to 71.699 € per year. In Australia, the average legal administrative assistant is $74,094 per year. The entry-level positions start at $66,891 per year, while most experienced workers earn over $94,943 per year. In India, Legal administrative Assistants’ average annual salary is ₹ 2.7 Lakhs. The salary usually ranges between ₹ 1.0 Lakhs to ₹ 5.8 Lakhs. In Nigeria, a Legal Administrative Assistant typically earns around 2,052,000 NGN per year. The salaries range from 1,047,600 NGN to 3,168,000 NGN per year.

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