Related: Paralegal (CreativeArts/Social Science Division)
Most legal administrative assistants work in law firms, corporate legal departments, and governmental agencies. Banks, insurance companies, investment firms, and real estate companies are examples of private corporations that employ legal secretaries. Advancement for legal administrative assistants generally comes about by promotion to an administrative position with more responsibility. Qualified legal administrative assistants who broaden their knowledge of a company's operations may be promoted to other positions such as senior or executive secretary, clerical supervisor, or office manager. Some experienced legal administrative assistants are promoted to paralegals with additional education or on the job training.
Legal administrative assistants are responsible for a variety of administrative and clerical duties that are necessary to run and maintain organizations efficiently. They prepare correspondence and legal papers such as summonses, complaints, motions, and subpoenas under the supervision of an attorney. They may also review legal journals and assist in other ways with legal research. They schedule appointments, give information to callers, organize and maintain files, fill out forms, and take dictation. They may also type letters, make travel arrangements, or contact clients. In addition, they operate office equipment like facsimile machines, photocopiers, and telephones with voice mail capabilities.
In automated offices, legal administrative assistants increasingly use personal computers to run spreadsheet, word processing, data base management, and law-related software packages. With experience, some legal administrative assistants may handle more complex responsibilities like conducting research, preparing statistical reports, training employees, and supervising other clerical staff.
Legal administrative assistants must have a working knowledge of how to use law library resources and an understanding of typical civil and administrative matters. Legal administrative assistants must be proficient in keyboarding and competent in spelling, punctuation, grammar, and oral communication. Most employers now require knowledge of word processing, spreadsheet, and database management programs. Shorthand is necessary for some positions. Employers also look for communication and interpersonal skills, because administrative assistants must be tactful in their dealings with many different people. Discretion, judgment, organizational ability, and initiative are important for higher level positions. Legal administrative assistants must be adaptable, versatile, and be willing to learn to utilize updated software packages and operate new office equipment.
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