How to Be Legal Secretary - Job Description, Skills, and Interview Questions

May 29, 2022 / 5 Minutes Read / By Albert

How to Become

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The increased demand for legal secretaries has caused a corresponding rise in salaries; this, in turn, has led to an increase in the number of people seeking this profession. As a result, competition for legal secretary jobs has become much more intense. To stay competitive, those looking to enter the legal secretary field must be proficient in a variety of skills such as multitasking, time management, communication, and computer literacy. Additionally, having an understanding of the law and legal terminology is essential for success in this position.

Steps How to Become

Earn a High School Diploma or GED. Most employers require legal secretaries to have a high school diploma or GED.
Take a Postsecondary Course. Legal secretaries may choose to take a postsecondary course, such as an associate's degree, in legal studies or paralegal studies.
Get On-the-Job Training. Legal secretaries may receive on-the-job training from experienced legal secretaries or lawyers. The training can help them understand the software used in the office and the legal terminology.
Obtain Certification. Legal secretaries can obtain professional certification from organizations such as the National Association of Legal Secretaries (NALS). Certification is voluntary and may help individuals stand out in the job market.
Consider Joining Professional Organizations. Membership in professional organizations, such as NALS, can provide legal secretaries with networking opportunities and access to resources, such as continuing education courses.

Being a reliable and efficient legal secretary requires a great deal of organization, attention to detail and a commitment to prioritizing tasks. First, staying organized is essential, as legal secretaries must deal with a variety of documents and deadlines. This means keeping accurate records and staying on top of all tasks, such as filing papers and preparing correspondence.

Second, legal secretaries must be detail oriented to ensure accuracy in their work. This means double checking for accuracy in all documents, including proofreading for spelling and grammar errors. Third, legal secretaries must be able to prioritize tasks in order to ensure that deadlines are met.

This means being able to effectively assess the importance of each task and decide which should be completed first. By following these three steps, legal secretaries can become reliable and efficient in their work.

You may want to check Litigation Coordinator, Intellectual Property Paralegal, and Probate Paralegal for alternative.

Job Description

Prepare and modify documents such as correspondence, reports, drafts, memos and emails
Organize and maintain electronic and paper files
Schedule meetings and appointments
Prepare legal documents, such as briefs, pleadings, appeals, wills, contracts and real estate closing statements
Operate office equipment, including photocopiers, scanners, and fax machines
Respond to phone calls and emails
Greet visitors and direct them to the appropriate personnel
Research and retrieve information from various sources
Track and expedite workflow
Process legal invoices and payments
File documents in physical and digital records
Monitor deadlines and time limits related to legal documents

Skills and Competencies to Have

Excellent written and verbal communication skills
Strong organizational skills
Ability to prioritize tasks
Excellent attention to detail
Proficient in Microsoft Office Suite and other relevant software
Ability to work independently and in a team environment
Ability to multitask
Knowledge of legal terminology and procedures
Highly motivated and able to take initiative
Ability to stay organized and meet tight deadlines

Good organizational skills are essential to the role of a legal secretary. Being able to prioritize tasks, maintain accurate filing systems, and efficiently manage workloads is essential to keep information organized and up-to-date. Furthermore, strong administrative skills are essential to ensure client files are properly managed, documents are accurately drafted, and deadlines are met.

strong communication skills are key to liaising with clients and other legal professionals. It is also important for legal secretaries to have an understanding of the legal system, as well as knowledge of the relevant laws and regulations in order to provide accurate advice and support. Finally, good computer skills are essential for the role, as the majority of legal documents are created, stored, and tracked electronically.

With these skills, a legal secretary can efficiently provide administrative and clerical support to lawyers and other legal professionals.

Personal Injury Paralegal, Appeals Paralegal, and Paralegal are related jobs you may like.

Frequent Interview Questions

What experience do you have working as a Legal Secretary?
What do you find most challenging about the role?
How do you handle multiple tasks and deadlines?
How do you stay organized when working on various files?
Describe how you manage client confidentiality.
What tools or software do you use to keep track of documents and updates?
What steps do you take to ensure accuracy when transcribing legal documents?
How do you handle sensitive information in a legal setting?
How do you stay up to date on legal developments and changes?
Tell us about a time when you went above and beyond in your role as a Legal Secretary.

Common Tools in Industry

Microsoft Word. Word processing software used to create professional documents (e. g. letters, contracts, presentations).
Outlook. Email and calendar management software used to organize and communicate with contacts (e. g. set up meetings, manage emails).
Legal Research Tools. Software used to research legal documents and case law (e. g. LexisNexis, Westlaw).
Timekeeping Software. Software used to track and report time spent on tasks (e. g. Timesheet Plus, Toggl).
Document Management System. Software used to store, organize and access legal documents (e. g. NetDocuments, Worldox).
Adobe Acrobat. Software used to create and edit PDFs (e. g. fill in forms, add comments).
Digital Dictation. Software used to transcribe dictated notes (e. g. Dragon Naturally Speaking).
Case Management Systems. Software used to track cases, manage contacts and deadlines (e. g. Clio, MyCase).

Professional Organizations to Know

National Association of Legal Secretaries (NALS)
National Federation of Paralegal Associations (NFPA)
International Association of Administrative Professionals (IAAP)
American Alliance of Paralegals (AAP)
National Association of Legal Assistants (NALA)
Association of Legal Administrators (ALA)
American Bar Association (ABA)
International Association of Legal Professionals (IALP)
National Notary Association (NNA)
National Network of Legal Professionals (NNLP)

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Common Important Terms

Litigation. The process of a legal dispute being decided by a court of law.
Docketing. The process of keeping track of all legal documents related to a case.
Pleadings. Documents filed with a court that state the facts of a case, such as a complaint or answer.
Discovery. The process of requesting documents or information from the other party in a case.
Court Filings. Documents that are filed in court to initiate or respond to legal proceedings.
Motions. Requests made to a court to make a ruling on a particular issue in a case.
Legal Research. The process of finding relevant legal information and documents related to a case.
Drafting Documents. The process of writing legal documents such as briefs, petitions, and motions.

Frequently Asked Questions

What is the average salary of a Legal Secretary?

According to PayScale, the average salary of a Legal Secretary is $40,171 per year.

What are the educational requirements to become a Legal Secretary?

Many employers prefer candidates with an associate's degree in paralegal studies or a related field. Additionally, some employers may require legal secretaries to have a minimum of one year of experience in a legal setting.

What are some of the job duties of a Legal Secretary?

The job duties of a Legal Secretary may include preparing legal documents, managing calendars and deadlines, providing administrative support to attorneys and other legal staff, maintaining files and records, researching legal information, and representing the office during court appearances.

What type of skills are necessary to be successful as a Legal Secretary?

To be successful as a Legal Secretary, one should possess excellent communication and interpersonal skills, be highly organized and detail-oriented, have knowledge of computer applications and legal terminology, and be able to effectively manage multiple tasks.