Legal Secretary Job Description [Updated for 2025]

In the world of law, the role of legal secretaries is increasingly critical.

As legal complexities multiply, the demand for skilled individuals who can navigate, enhance, and protect our legal infrastructure grows.

But let’s delve deeper: What’s truly expected from a legal secretary?

Whether you are:

• A job seeker trying to understand the core of this role,
• A hiring manager delineating the ideal candidate,
• Or simply intrigued by the inner workings of legal secretarial work,

You’re in the right place.

Today, we present a customizable legal secretary job description template, designed for effortless posting on job boards or career sites.

Let’s dive right into it.

Legal Secretary Duties and Responsibilities

Legal Secretaries work in law offices and courts, providing a critical support role to attorneys and other legal professionals.

Their duties combine administrative work with legal knowledge to help attorneys in their day-to-day tasks and prepare legal documents.

Here are the typical duties and responsibilities of a Legal Secretary:

• Prepare and format legal and court documents, such as summonses, subpoenas, complaints, appeals, motions, and pretrial agreements
• Maintain and manage lawyers’ schedules and calendars including scheduling appointments, court dates, and meetings
• Assist in research and fact-checking for legal cases
• File legal and court documents with the appropriate entities
• Communicate with clients, court staff, other attorneys, and individuals involved in cases
• Transcribe dictation, prepare correspondence, and draft legal documents
• Organize and maintain files and records to ensure everything is updated and easily accessible
• Handle incoming and outgoing mail
• Operate office equipment such as photocopiers, fax machines, phone systems, and computers

 

Legal Secretary Job Description Template

Job Brief

We are seeking a dedicated Legal Secretary to support our legal team with administrative duties.

The Legal Secretary will be responsible for drafting legal documents, maintaining organized files, and scheduling appointments.

The ideal candidate should have a good understanding of legal procedures, excellent written and verbal communication skills, and the ability to work in a fast-paced environment.

Ultimately, a successful Legal Secretary should ensure the efficient and smooth day-to-day operation of our legal office.

 

Responsibilities

• Prepare and draft legal documents such as wills, contracts, and appeals.
• Manage case files and document information, ensuring they are kept organized and up-to-date.
• Coordinate and schedule appointments, court dates, and meetings.
• Communicate with clients and other legal professionals in a professional manner.
• Maintain and update the firm’s legal library and other legal literature.
• Conduct legal research and assist with the preparation of legal arguments and motions.
• Handle incoming and outgoing mail and calls.
• Perform general office duties such as photocopying, faxing, and filing.

 

Qualifications

• Proven work experience as a Legal Secretary or a similar role.
• Good understanding of legal terminologies, court procedures, and legal documents.
• Proficiency in MS Office and ability to work with legal technology (court-filing computer systems, transcription software, dictaphone etc).
• Outstanding time-management and typing skills.
• Excellent written and verbal communication skills.
• Ability to multitask and being comfortable dealing with a diverse pool of people.
• Paralegal certification or a degree in law or relevant field may be a plus.

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Continuing education opportunities

 

Additional Information

• Job Title: Legal Secretary
• Work Environment: Traditional office setting, with occasional visits to courtrooms or other law offices. Some after-hours work may be required.
• Reporting Structure: Reports to the Lead Attorney or Legal Office Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $45,000 minimum to $65,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Legal Secretary Do?

Legal Secretaries typically work in law firms, legal departments of large corporations, or courts and governmental legal departments.

They assist lawyers and paralegals by performing secretarial and administrative duties.

They prepare legal documents such as summonses, complaints, motions, and subpoenas.

They also manage, organize, and maintain documents in paper and electronic filing systems.

In addition to typical clerical tasks such as typing, dictation, answering phones, and managing schedules, they may also be responsible for researching legal precedents, conducting legal research, and preparing reports to help lawyers prepare for trials.

Legal Secretaries often interact with clients, witnesses, and other legal professionals, so they need to have excellent interpersonal and communication skills.

They may also need to coordinate the logistics of court appearances, depositions, and meetings.

Their role is vital in ensuring the smooth operation of legal offices and courts.

They are the backbone of the legal profession, providing crucial support to attorneys and enhancing the efficiency of the legal process.

 

Legal Secretary Qualifications and Skills

A competent legal secretary should possess a set of professional skills and qualifications, such as:

• Excellent knowledge of legal terminology, court procedures, and legal documents to assist lawyers in their tasks.
• Strong written and verbal communication skills to effectively interact with lawyers, clients, and court personnel.
• Good organizational skills to manage and keep track of numerous legal documents, maintain client files, and handle scheduling responsibilities.
• Proficiency in legal research skills to assist lawyers in preparing for cases, understanding legal precedents, and staying updated on legal regulations.
• Demonstrated ability to draft legal documents, such as contracts, affidavits, and pleadings with a high degree of accuracy.
• Excellent attention to detail to ensure all legal documents and correspondences are free from errors.
• Proficiency in using legal office software, databases, and online research platforms to manage documents and conduct research effectively.
• Ability to multitask and work under pressure, especially when dealing with multiple cases and strict deadlines.
• Interpersonal skills to build and maintain professional relationships with clients, legal professionals, and court officials.

 

Legal Secretary Experience Requirements

Legal secretaries typically need 1 to 2 years of experience, often gained through administrative roles in legal firms, or through internships or part-time roles in legal departments of various organizations.

These professionals can also gain on-the-job experience in roles such as a Legal Assistant, Paralegal or other law-related administrative roles.

Candidates with more than 3 years of experience often have a deeper understanding of legal terminology, court procedures, and law office protocols.

They would have gained these experiences through full-time roles as a Legal Secretary or Paralegal in law firms or corporate legal departments.

Those with more than 5 years of experience may have some supervisory experience in their background and may be ready for a managerial or team lead position within the firm’s administrative or legal teams.

They might also have experience in specialized areas of law, such as family law, personal injury law or corporate law, which can add further value to their role.

For all levels, familiarity with legal software and technologies, such as case management systems, e-discovery software and legal research platforms, is highly beneficial.

Similarly, proficiency in creating and formatting legal documents, such as briefs, pleadings and appeals, is often required.

 

Legal Secretary Education and Training Requirements

Legal Secretaries typically need a high school diploma or equivalent and several years of secretarial experience.

Many legal secretaries have completed postsecondary education programs, earning either an associate’s degree or a certificate in legal secretarial studies.

Programs may cover topics like legal terminology, legal process, and law office procedures.

Strong knowledge of computer systems and applications such as word processing, spreadsheet management, and database management are also crucial.

In addition to formal education, legal secretaries often undergo on-the-job training to familiarize themselves with the specific legal terminology and procedures used in their firm.

While not always required, many legal secretaries pursue voluntary certification from organizations like the National Association for Legal Professionals or Legal Secretaries International Inc., which can enhance employment prospects.

Continuing education to stay updated with legal terminologies, law office management and legal procedures is also beneficial in this role.

 

Legal Secretary Salary Expectations

A Legal Secretary can expect to earn an average of $49,690 (USD) per year.

The actual salary may vary depending on factors such as work experience, skills, the size of the law firm or organization, and the geographic location.

 

Legal Secretary Job Description FAQs

What skills does a Legal Secretary need?

Legal Secretaries should possess strong organizational and administrative skills, as they are often required to manage files, schedule appointments, and coordinate various legal procedures.

They should also have excellent written and verbal communication skills for drafting legal documents and communicating with clients and attorneys.

Proficiency in legal terminology, attention to detail, and the ability to work under pressure are other essential skills for this role.

 

Do Legal Secretaries need a degree?

Legal Secretaries don’t necessarily need a degree, but many employers prefer candidates who have completed a Legal Secretary or legal administrative assistant program.

These programs are typically offered at community colleges or technical schools and can be completed in one to two years.

Some roles might require a bachelor’s degree in law or related fields.

 

What should you look for in a Legal Secretary resume?

A Legal Secretary resume should highlight relevant education, such as a degree or certificate in legal studies.

It should also detail experience in a legal setting, ideally in a secretarial role.

Look for skills such as proficiency in legal research, familiarity with legal documents, and competency in legal software programs.

Excellent time-management skills, the ability to multitask and strong attention to detail are also crucial in this role.

 

What qualities make a good Legal Secretary?

A good Legal Secretary is highly organized, able to manage numerous tasks at once, and can keep track of important deadlines.

They should be discreet and trustworthy, as they often handle sensitive and confidential information.

Excellent communication skills are also necessary, as they frequently interact with lawyers, clients, and court personnel.

A good Legal Secretary should also have a solid understanding of legal procedures and terminology.

 

Is it difficult to hire Legal Secretaries?

The difficulty in hiring Legal Secretaries can vary depending on the specific requirements of the role and the job market at the time.

While there are many qualified individuals in the field, finding a candidate with the right mix of legal knowledge, administrative skills, and relevant experience can be challenging.

It is advisable to offer competitive salaries and benefits to attract high-quality candidates.

 

Conclusion

And there you have it.

Today, we’ve unveiled the intricacies of the vital role of a legal secretary.

Surprised?

It’s not just about organizing files or scheduling meetings.

It’s about orchestrating the legal process, one case file at a time.

With our definitive legal secretary job description template and real-world examples, you’re ready to make your move.

But why limit yourself?

Go a step further with our job description generator. It’s your key to creating flawless job listings or polishing your resume to perfection.

Remember:

Every case file is a piece of the larger legal puzzle.

Let’s navigate the legal landscape. Together.

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