Basics of a Legal Secretary Position
The responsibilities and duties of a legal secretary are numerous and diverse. From administrative tasks to client interaction to the creation of legal documents, many different roles must be filled by legal secretaries in law offices around the country. Typically, legal secretaries are responsible for the completion of several administrative tasks. They often answer phones, greet clients, schedule appointments, manage calendars, and handle various other clerical tasks. Legal secretaries may also manage financial accounting for their law firms, including billing clients and settling accounts. A major portion of a legal secretary’s role is to assist attorneys with optimal efficiency. To this end, they may keep detailed notes of meetings, prepare for trial, gather research, and file or submit completed documents . Often, they are called upon to draft legal documents themselves, and will utilize their knowledge of legal terminology and procedure to aid their firm. Legal secretaries may also file legal paperwork with the court on behalf of clients. Depending on their area of practice, legal secretaries will often work with clients in order to collect necessary information and answer questions about legal procedures. They may work with HR departments in order to assist clients with documenting employment procedures and filings. Legal secretaries are typically very organized people who have strong verbal and written communication skills. They will often utilize computer programs to help them with accounting, document creation and scheduling tasks. A legal secretary must be reliable, accurate and able to work within a team of professionals.
Necessary Education
While a high school diploma provides the minimum qualifications for a career as a legal secretary, post-secondary training offered by community colleges and other vocational institutions is becoming more and more the norm. Those aspiring to work as legal secretaries are fortunate in that many community colleges offer one- and two-year programs. These programs offer a more comprehensive curriculum, including coursework in law offices, to better equip graduates to handle the range of duties that may be asked of them. The 60 to 70 credit hours required to complete the two-year degree programs generally consist of business classes, such as accounting, communications, and computer applications, as well as introductory courses related to civil and administrative law, the U.S. court system, ethics in the legal profession, office management, and litigation procedures. Graduates have often studied civil, real estate, and criminal law, and the coursework also frequently includes practical experience in the form of an internship, in which the student works part-time in a professional environment under the supervision of an experienced staff member. In some instances, employers will hire highly qualified candidates such as paralegals to fill legal secretary positions. In addition to the two-year degree, some employers may also require paralegal certification, completion of a paralegal training program, and previous working experience as a paralegal.
Necessary Skills
No matter what area of law a legal secretary works in, he or she will be required to exhibit certain key skills and abilities that are necessary for the role. First and foremost, the legal secretary needs to have immaculate written and verbal communication skills. A legal secretary must also be able to type at speed, sometimes upwards of 90 words-per-minute, and must have an aptitude for research.
Organisational skills are a necessity as legal secretaries are responsible for managing large amounts of information, whether it be communications, data or files, both digital and paper. A keen eye for detail is another essential feature of a successful legal secretary. Legal secretaries handle a lot of documentation, including contracts, so must be able to ensure that there are no spelling or grammar mistakes, such as are not formed correctly or contain any inaccuracies.
From a technological point of view, it is important that a legal secretary is proficient in all aspects of IT, as well as having a basic understanding of various legal software. The majority of a legal secretary’s work will involve typing and copywriting, so it is vitally important that they have a good command of common office software such as word processing, spreadsheets and databases, as well as social media, Microsoft Office and basic photo editing tools. The ability to understand and utilise certain IT tools like time recording systems, document management systems and legal document management software is also crucial.
Related Experience and Training
Of course, as in many other professions, experience goes a long way. It is not uncommon for legal secretaries to start their careers as interns and then work into entry-level positions where they can acquire on-the-job training. As is also the case in this industry, advanced internships can be advantageous toward entering the field. Most law practices offer paid internships to advanced students who have demonstrated their determination and aptitude for legal secretarial work. The tasks assigned to interns vary by individual practice but may include entering information into the practice’s database, filing and special projects. In some cases, interns are permitted to perform basic clerical tasks with senior staffs available to assist them when needed.
Prospective legal secretaries should target at least one internship in order to gain both practical experience and by spending time with experienced legal secretaries practitioners.
Technology and Software Competency
Proficiency in legal software and technology is becoming increasingly important for legal secretaries and assistants. A number of programs and platforms are now used across the legal industry, from small firms to large international corporations. A document management system (DMS) is one of the most popular software platforms for a legal secretary to be familiar with. Software such as NetDocuments, iManage or Aderant offers document assembly, revision tracking, and metadata search and removal. Familiarity with DMS can save a significant amount of time and effort when sorting through company files and preparing documents. In some firms , employees can track their time and organize it for billing using DMS software. Case management platforms help firms manage client information, deadlines, and case reports. Backed by document management, the software packages offered by programs such as Needles, MyCase or Clio help maintain the flow of information to and from a firm, providing team members with data on a matter’s evolution to date and upcoming dates to keep in mind. Even more common now is the popularity of e-filing platforms, which allow attorneys and their secretaries to file documents with state and federal courts electronically. Programs like File & ServeXpress or ECF Manager are widely used in the United States.
Certification and Continuing Education
Certification serves as an indicator of a legal secretary’s dedication to the profession. Procurement of certifications such as the Accredited Legal Professional (ALP) can enhance career prospects.
A diploma or degree can get a person in the door, but one would be wise to take it a step further and pursue the CLSP. Certification can lead to a higher level administrative position, such as a law office administrator or a paralegal supervisor, especially with regard to specialized knowledge areas like corporate, litigation, immigration or intellectual property law.
The program that leads to the ALP requires validation of formal learning, practical application and an understanding of the role of a legal secretary in the appreciation for professional practice standards. It provides proof of competency and up-to-date knowledge of the law office environment.
Professional development is important for career seekers. It ensures that you’ll be prepared to adapt to the changes in a modern-day law office and positions you as a leader.
Workplace and Job Forecast
The majority of legal secretaries are employed in an office setting in such places as law firms, the legal department of large corporations or government entities, or even a judicial assistant to a judge. Legal secretaries are trained to handle a variety of specialized duties within the legal industry, and while a technical aptitude could be advantageous in the job market, there is more of a demand for interpersonal skills and organizational savvy. A typical law office day includes greeting clients, answering phones and most importantly, communicating with the attorneys and others about specific needs to appropriate deadlines.
While the employment outlook for all administrative support positions is relatively flat at three percent for the next eight to nine years based on information available through the Bureau of Labor Statistics, there are many contributing factors that make the position of legal secretary an excellent career choice for the 21st century . First, there are still many law firms that thrive on a larger staff. This is due to the sheer volume of business that must be handled, but there is also an increase in revenue for large law firms who still rely on legal secretaries. Secondly, many new laws and regulations have increased the size of the legal industry such as bankruptcy, intellectual property, etc. Third, many law offices also have an increased need for general office legal secretaries who are well trained to work in a more general administrative support capacity. This allows for cross-training and flexibility in the changing field of legal practice.
Employment opportunities can be found in regional and national law firms, real estate companies, banks, insurance firms, healthcare industries and government agencies, just to name a few of the possible employers.