Legal Secretaries :: Job Description

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Legal Secretaries

Careers / Legal Secretaries

Summary Description


	Perform secretarial duties utilizing legal terminology, procedures, and documents. Prepare legal papers and correspondence, such as summonses, complaints, motions, and subpoenas. May also assist with legal research.

Sample Job Titles

1.	Law Secretary

2.	Legal Administrative Assistant

3.	Legal Assistant

4.	Legal Secretary

5.	Paralegal

6.	Paralegal Secretary

7.	Secretary

Job Tasks

	Prepare and process legal documents and papers, such as summonses, subpoenas, complaints, appeals, motions, and pretrial agreements.

	Mail, fax, or arrange for delivery of legal correspondence to clients, witnesses, and court officials.

	Receive and place telephone calls.

	Schedule and make appointments.

	Make photocopies of correspondence, documents, and other printed matter.

	Organize and maintain law libraries, documents, and case files.

	Assist attorneys in collecting information such as employment, medical, and other records.

	Review legal publications and perform database searches to identify laws and court decisions relevant to pending cases.

	Submit articles and information from searches to attorneys for review and approval for use.

	Attend legal meetings, such as client interviews, hearings, or depositions, and take notes.

	Complete various forms, such as accident reports, trial and courtroom requests, and applications for clients.

	Draft and type office memos.

Work Activities

Importance	Work Activity

Interacting With Computers — Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.


		use computers to enter, access or retrieve data

Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.


		maintain records, reports, or files

		fill out business or government forms

		edit written material

		prepare contract documents

		route multi-line telephone calls

		type letters or correspondence

		fill out purchase requisitions

		file documents in court

		maintain administrative services procedures manual

		maintain appointment calendar

		maintain inventory of office forms

		maintain legal forms

		organize legal information or records

		prepare financial reports

		prepare tax reports

		process invoices

Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.


		assist with legal research

		obtain general information in legal office setting

		obtain information from individuals

Communicating with Persons Outside Organization — Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.


		write business correspondence

Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.


		modify work procedures or processes to meet deadlines

		plan meetings or conferences

Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.


		transcribe spoken or written information

		take dictation

		take messages

		enter time sheet information

		maintain telephone logs

		type document from machine transcription

		prepare corporate minute books

		take meeting notes

Performing for or Working Directly with the Public — Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.

Monitoring and Controlling Resources — Monitoring and controlling resources and overseeing the spending of money.


		maintain travel expense accounts

Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.


		compile information for court cases

		evaluate importance of incoming telephone calls

		compile data for financial reports

		compile itinerary of planned meetings or activities

		reconcile or balance financial records

		verify investigative information

		identify laws or court decisions relevant to pending cases

Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.


		use oral or written communication techniques

		use shorthand writing procedures

		use library or online Internet research techniques

		use telephone communication techniques

		use accounting terminology

Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.

Scheduling Work and Activities — Scheduling events, programs, and activities, as well as the work of others.


		schedule meetings or appointments

		arrange teleconference calls

		develop travel itinerary

		make travel reservations

		schedule or contract meeting facilities

Making Decisions and Solving Problems — Analyzing information and evaluating results to choose the best solution and solve problems.

Resolving Conflicts and Negotiating with Others — Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.

Interpreting the Meaning of Information for Others — Translating or explaining what information means and how it can be used.

Monitor Processes, Materials, or Surroundings — Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.

Coordinating the Work and Activities of Others — Getting members of a group to work together to accomplish tasks.

Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.


		understand legal terminology

		locate persons ( skip tracing )

Evaluating Information to Determine Compliance with Standards — Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.


		ensure correct grammar, punctuation, or spelling

Assisting and Caring for Others — Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.

Analyzing Data or Information — Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.

Developing Objectives and Strategies — Establishing long-range objectives and specifying the strategies and actions to achieve them.

Nature of the Work


	(Abstract from Career Articles)

	Secretaries and Administrative Assistants
	As the reliance on technology continues to expand in offices, the role of the office professional has greatly evolved. Office automation and organizational restructuring have led secretaries and administrative assistants to assume responsibilities once reserved for managerial and professional staff. Many secretaries and administrative assistants now provide training and orientation for new staff, conduct research on the Internet, and operate and troubleshoot new office technologies. In spite of these changes, however, the core responsibilities for secretaries and administrative assistants have remained much the same: Performing and coordinating an office's administrative activities and storing, retrieving, and integrating information for dissemination to staff and clients.

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Working Conditions


	(Abstract from Career Articles)

	Secretaries and Administrative Assistants
	Secretaries and administrative assistants usually work in schools, hospitals, corporate settings, government agencies, or legal and medical offices. Their jobs often involve sitting for long periods. If they spend a lot of time keyboarding, particularly at a computer monitor, they may encounter problems of eyestrain, stress, and repetitive motion ailments such as carpal tunnel syndrome.

	Read More >>

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Interesting Fact

When the U.S. Constitution was written, the federal government was not allowed to collect income tax. All revenues came from trade tariffs. The 16th Ammendment later permitted federal income tax.

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