Job Description: Legal Secretary / Legal Assistant

Position Title

Legal Secretary / Legal Assistant

Position Summary

We are seeking a detail-oriented and highly organized Legal Secretary / Legal Assistant to provide administrative and legal support to attorneys and legal staff. The ideal candidate will have extensive experience with legal transcription, dictation, and document preparation, along with a strong understanding of legal terminology, court procedures, and confidential client matters. This role requires exceptional typing accuracy, the ability to manage multiple priorities, and a commitment to maintaining the highest level of professionalism and confidentiality.

Essential Duties and Responsibilities

Transcription & Dictation (Primary Function)

• Transcribe legal correspondence, pleadings, motions, contracts, reports, and other legal documents from attorney dictation and audio recordings.
• Proofread and edit transcribed documents for grammatical accuracy, formatting consistency, and legal terminology.
• Produce high-volume, accurate work while maintaining strict deadlines.
• Manage digital dictation systems and organize audio files for efficient workflow.
• Ensure all legal documents comply with court rules, firm standards, and filing requirements.

Legal Administrative Support

• Draft, revise, and finalize legal documents and correspondence.
• Maintain attorney calendars, schedule appointments, court appearances, depositions, and meetings.
• File legal documents with courts electronically and/or in person as required.
• Organize and maintain physical and electronic case files.
• Perform conflict checks, open new client matters, and maintain case management systems.
• Coordinate with clients, courts, opposing counsel, and third-party vendors.
• Prepare exhibits, discovery documents, subpoenas, and trial notebooks.
• Screen and direct telephone calls and manage attorney communications.

Records Management & Client Service

• Maintain confidential client information and sensitive legal records.
• Track deadlines and ensure timely completion of legal filings and correspondence.
• Assist with billing, time entry, and preparation of expense reports.
• Provide exceptional customer service to clients while maintaining professionalism.

Qualifications

Required

• High school diploma or equivalent; associate degree or legal studies coursework preferred.
• Minimum of 2-5 years of experience as a Legal Secretary, Legal Assistant, or related legal support role.
• Demonstrated experience with legal transcription and attorney dictation, including digital dictation software.
• Excellent typing skills with a minimum of 70+ WPM and a high degree of accuracy.
• Strong knowledge of legal terminology, legal documents, and court procedures.
• Proficiency with Microsoft Office Suite (Word, Outlook, Excel, and PowerPoint).
• Exceptional grammar, proofreading, and written communication skills.
• Strong organizational and time-management abilities.
• Ability to handle confidential information with discretion.

Preferred

• Experience in litigation, personal injury, family law, workers' compensation, or other legal practice areas.
• Familiarity with electronic filing (e-filing) systems.
• Experience using legal case management and document management software.
• Legal Secretary Certificate or Paralegal coursework.

Key Competencies

• Advanced transcription and dictation skills
• Attention to detail and accuracy
• Legal document preparation
• Excellent written and verbal communication
• Time management and prioritization
• Confidentiality and professionalism
• Multitasking in a fast-paced environment
• Strong customer service skills

Working Conditions

• Primarily office-based environment.
• Frequent use of computers, transcription equipment, and digital dictation software.
• May require occasional overtime to meet court deadlines and attorney needs.

Salary Range

Competitive and commensurate with experience.