Introduction - Legal Secretary
Often the front window of the firm, well-informed and efficient Legal Secretaries play a crucial role in the everyday running of a law office and maintaining amicable relationships with clients.
Similar Job Titles Job Description
- Legal Administrative Assistant
- Judicial Administrative Assistant
- Legal Administrative Secretary
What does a Legal Secretary do?
What are the typical responsibilities of a Legal Secretary?
A Legal Secretary would typically need to:
- Assist lawyers in all administrative tasks, so the employer can perform their job efficiently with ready access to all essential material
- Set priorities, so the work day flows smoothly and all essential tasks are completed efficiently
- Make, answer and transfer phone calls and handle mail from current and potential clients and colleagues for effective communication
- Collect personal and financial information, such as addresses, telephone numbers, social security numbers, and other data needed for court cases
- Plan and schedule meetings, conferences, depositions, and court hearings; maintain a detailed calendar; keep track of deadlines and the lawyer’s location
- Book meeting rooms and conference facilities; organise travel and accommodation for staff and other external professional contacts
- Attend court and client meetings and visit police stations to take minutes and notes relevant to a particular case
- Take dictation and transcribe letters, reports, legal papers, and documents on a computer, using a relevant word processing package
- Research applicable laws and courtroom decisions for specific cases; search files, databases, and reference materials to obtain relevant information
- Collect and analyse important information to create reports formatted according to legal standards
- Prepare first drafts of memos, witness lists, exhibits, detailed spreadhsetts, presentations, contracts, regulatory compliance, and other legal documents
- Proofread pleadings, motions, briefs, discovery requests, and subpoenas for spelling and grammatical errors
- Fax, file, sort, maintain, update, and distribute requisite legal documents and paperwork; liaise with other legal professionals and staff from other departments
- Fill out trial and courtroom requests; file paperwork with the court, obtain copies of records from relevant parties in the case, and obtain transcripts of hearings
- Monitor the inventory of office supplies and replenish the stock, as required; prepare invoices and track payments
- Maintain a cordial relationship with clients; update the client’s database, as and when required
- Maintain confidentiality of company information pertaining to customers and trade secrets
Legal Secretary Work Environment
Full-time Legal Secretaries spend the better part of their workday in the office of a law firm, working on a computer. They may also spend many hours scouring legal journals and magazines, researching cases in law libraries, public libraries and on the Internet.
Expect regular interaction with clients, lawyers, paralegals, opposing counsel, and city officials face-to-face or through phone calls and emails. Occasional travel to the courthouse or a police station may be necessary.
Work Schedule They rarely work off hours or overtime and typically have a 40-hour workweek from 9 am to 5 pm, Monday through Friday. However, sometimes Legal Secretaries may need to work after hours to attend a hearing or help the lawyers prepare for an upcoming case.
Research suggests that flexible hours and generous telework policies appeal more than salary to the younger generation. There has been an incremental increase in the number of employers, especially larger firms, willing to give promising employees a chance to adjust their schedules as per the demands of the job.
Employers Finding a new job might seem challenging. Legal Secretaries can boost their job search by asking their network for referrals, contacting companies directly, using job search platforms, going to job fairs, leveraging social media, and inquiring at staffing agencies. Part-time work, self-employment, and temporary contracts are viable options.
Legal Secretaries are generally employed by:
- Independent Law Firms
- Government Court Houses
- Corporate Legal Departments
- Public Interest Firms
- Licenced Conveyancers
- Banks
- Estate Agents
Unions / Professional Organizations Professional associations and organisations, such as the Institute for Legal Secretaries and personal Assistants (ILSPA), are crucial for Legal Secretaries interested in pursuing professional development or connecting with like-minded professionals in their industry or occupation.
Professional associations provide members with continuing education, networking opportunities, and mentorship services. Membership in one or more adds value to your resume while bolstering your credentials and qualifications.
Workplace Challenges
- Constant adaptation in the face of continuously evolving technology
- An overwhelmingly busy or stressful work environment
- Tight lawyer schedules that need a prompt collection of information, production of paperwork, and creation of court documents at short notice
- Sudden deadlines that demand flexibility and reprioritisation of the workload
- Possible frustration from playing a constantly supporting, rather than lead, role to perfection
Work Experience for a Legal Secretary
Prospective Legal Secretaries must have at least three to five years of administrative and secretarial work experience.
Most begin their careers as a receptionist at a law firm or courthouse, and they come to understand the finer aspects of the legal process. Working as a “floater” who fills in for absent secretaries and handles overflow without being assigned to any particular lawyer will allow you to experience various legal practices before deciding the area you want to specialise in.
Field trips to a law library and summer or after-school internship as a “runner’ who delivers and files documents in a law firm, part-time work at an entry-level position, or short-term paid/voluntary work offer a taste of the career, give valuable insight into how a company or institution operates, help build useful contacts, and improve one’s prospects of getting a permanent job.
The experience may also help you determine whether the public, private, or voluntary sector is best suited to realise one’s ambitions. Your educational provider’s career service department can provide information about viable opportunities for work placements, internships and voluntary work in diverse sectors. Let local law offices know that you are available.
Read about the profession and interview or job shadow experienced Legal Secretaries to prove your commitment to course providers and prospective employers.
Recommended Qualifications for a Legal Secretary
A high school diploma or equivalent with high scores in English and math may suffice for an entry-level position, provided the applicant is well-versed in grammar, spelling, and punctuation and has adequate administrative and secretarial experience.
Increasingly, however, aspiring Legal Secretaries find a certificate, diploma, associate degree, or bachelor’s degree in accounting, business, legal support services, criminal justice, legal or paralegal studies sets them on the path to professional success in the field.
An ideal education provider offers courses focused on legal office procedures, civil litigation, legal terminology, political practices, and other legal information pertinent to the region where you seek employment.
You would also learn how to use legal technology, including word-processing programmes, digital court-filing systems, and transcription software. Proficiency in document management software, such as Adobe Acrobat Pro and DocuSign, will prove advantageous.
Helpful high school electives that would prepare you for this occupation include government and political science, business law, computer applications, consumer law, law studies, and legal systems. English and speech classes will help you develop your research, writing, and oral communication skills.
While in high school, you can check with a teacher or counsellor about relevant work-based learning opportunities available in your school or community to help you connect your school experiences with real-life work.
Join some groups, try some hobbies, or volunteer with an organisation that is of interest, so you can have fun while learning about yourself and be directed toward a future career as a Legal Secretary.
Remember that completing a particular academic course does not guarantee entry into the profession. Be that as it may, professional qualifications and transferable skills may open up more than one door.
Do your homework and look into all available options for education and employment before enrolling in a specific programme. Reliable sources that help you make an educated decision include associations and employers in your field.
Certifications, Licenses and Registration One or two-year-long professional certification programmes from community colleges, technical institutes, and private career schools will qualify successful participants as bona fide legal professionals.
Such certifications and supplementary ones in business administration can help you stand out in a competitive job market and carry a significant salary premium of up to 18 per cent.
Since prerequisites to gain certification may differ across regions, it is recommended that you check with an authorised entity for enhanced clarity. Successful certification programs protect public welfare by incorporating a Code of Ethics.
Legal Secretaries may also need to undergo an employment background check, including but not limited to a person’s work history, education, credit history, motor vehicle reports (MVRs), criminal record, medical history, use of social media, and drug screening.
Legal Secretary Career Path
Performance, experience, and the acquisition of professional qualifications drive the career progression of Legal Secretaries who may eventually become Office Managers or Team Secretaries, capable of managing the entire administrative structure of a law firm and keep the office running smoothly.
One may also become a Senior Secretary or Personal Assistant to a senior partner. In general, larger firms offer more opportunities for promotion. Those who work for government courthouses may be able to move to larger entities which can handle more cases.
A few acquire a law degree to qualify as Lawyers or Barristers. Others undergo additional training to become Legal Executives, Paralegals, or Licensed Conveyancers. Chartered secretaries with significant experience may move into roles such as Company Secretary, Chief Executive, or Director of Legal Services.
Legal Secretaries aiming for self-employment can open their own Virtual Assistant business.
The desire to accelerate career growth and personal development has an increasing number of millennials choosing to job hop and build a scattershot resume that showcases ambition, motivation, and the desire to learn a broad range of skills.
Studies prove that job hopping, earlier dismissed as “flaky” behaviour, can lead to greater job fulfilment. Employees searching for a positive culture and interesting work are willing to try out various roles and workplaces and learn valuable, transferable skills along the way.
Job Prospects
Candidates with excellent organisational and written and verbal communication skills who know how to operate word processing systems, understand laws and legal terminology, and produce well-written professional documents, have the best job prospects.
Legal Secretary Professional Development
Continuing professional development (CPD) will help an active Legal Secretary build personal skills and proficiency through work-based learning, a professional activity,
formal education, or self-directed learning.
On-the-job training under the supervision of more experienced staff members is the norm for newly hired Legal Secretaries. Some companies offer formal in-house courses, while others encourage employees to work towards relevant accredited qualifications.
Some individuals take additional training or obtain a law degree to advance professionally. The supplementary training may be in legal secretarial work, popular foreign languages, legal secretary charters or a range of IT skills, including Microsoft Suite, statistical packages, web authoring, and design.
Become familiar with legal tech solutions and their working, develop skills in project management and customer service, and use social media so you can handle client relationships and billing more effectively.
Increased awareness of the latest trends and developments will enable Legal Secretaries to ensure everyone follows the rules and support staff members facing ethical dilemmas.
Legal Secretaries with at least five years of experience can qualify for the Certified Legal Secretary Specialist (CLSS) designation in areas such as intellectual property, criminal law, civil litigation, probate, and business law after passing a relevant exam.
Learn More
More than one Avenue to Explore
Legal Secretaries now work for three or four lawyers in the firm; they find taking on case management in niche areas, such as conveyancing and debt recovery works to their advantage.
The specific field a firm specialises in, such as criminal practice, litigation, commercial law, and family law, and the structure of the organisation further define the role of the legal secretary. Smaller firms demand an all-round approach, while larger firms offer specialising opportunities.
The Current Scenario
Although many administrative tasks are being automated, the vast knowledge Legal Secretaries can lay claim to continues to hold great value for law firm operations.
Legal firms experience a reduction in costs and an increase in efficiency when they hire Legal Secretaries to handle some of the less-specialised tasks currently done by lawyers. They include the timely generation of accurate billings, organising and sharing institutional knowledge, and indexing the firm’s online and offline resources.
The continued growth of e-discovery - the process of identifying, collecting, and organising electronically stored data for trial - opens up new opportunities for Legal Secretaries.
Potential Pros & Cons of Freelancing vs Full-Time Employment
Freelancing Legal Secretaries have more flexible work schedules and locations. They own the business and can select their projects and clients. However, they experience inconsistent work and cash flow, which means more responsibility, effort and risk.
On the other hand, a full-time Legal Secretary has company-sponsored health benefits, insurance, and retirement plans. They have job security with a fixed, reliable source of income and guidance from their bosses. Yet, they may experience boredom due to a lack of flexibility, ownership, and variety.
When deciding between freelancing or being a full-time employee, consider the pros and cons to see what works best for you.
Conclusion
The roles of Legal Secretaries have undergone a sea change in recent years. However, their continued ability to ensure lawyers and judges remain efficient by taking time-consuming tasks off their hands justifies their label as the administrative backbone of the legal profession.
Advice from the Wise The more organised a legal secretary is, the happier lawyers and judges will be because they can perform their job easily.