The Legal Assistant provides administrative, clerical, case-management, and operational support to the Attorney and serves as the primary coordinator of the day-to-day activities of the law office. This position is responsible for client communications, legal document preparation, scheduling, file management, billing support, office administration, and ensuring the efficient operation of the firm.
The Legal Assistant must be capable of working independently, managing multiple priorities simultaneously, maintaining strict confidentiality, and exercising sound judgment in handling client matters and office operations.
Essential Duties and Responsibilities
Office Coordination and Administration:
- Coordinate the daily operations of the law office.
- Manage attorney and office calendars.
- Schedule consultations, client meetings, hearings, mediations, depositions, and appointments.
- Monitor office workflow and ensure tasks are completed timely.
- Develop and maintain office procedures and organizational systems.
- Maintain office supply inventory and coordinate purchases.
- Coordinate vendors, service providers, equipment maintenance, and office services.
- Process incoming and outgoing mail, deliveries, and courier services.
- Monitor and maintain office equipment and technology resources.
- Assist with implementation and maintenance of case management systems and office software.
- Maintain administrative records and office databases.
Client Relations and Communications:
- Serve as a primary point of contact for clients, courts, opposing counsel, and third parties.
- Answer incoming telephone calls and route communications appropriately.
- Monitor office email accounts, text messages, and client communications.
- Maintain communication logs and client contact records.
- Follow up with clients regarding appointments, requested documents, deadlines, and case updates.
- Provide exceptional client service while maintaining professionalism and confidentiality.
Client Intake and New Client Onboarding:
- Conduct initial client intake interviews.
- Gather information necessary for attorney consultations.
- Prepare intake packets, engagement agreements, and related documents.
- Enter and maintain client information within case management software.
- Track consultations, prospective clients, and referral sources.
- Coordinate onboarding of newly retained clients.
Legal Document Preparation:
- Draft routine correspondence, forms, notices, and legal documents under attorney supervision.
- Prepare pleadings, motions, discovery requests, responses, probate filings, and estate planning documents.
- Proofread, edit, and format legal documents.
- Assemble hearing notebooks, trial notebooks, and exhibit binders.
- Coordinate document execution and notarization when necessary.
Court Filings and Case Management:
- Electronically file documents with Texas courts.
- Monitor filing deadlines, hearing dates, and scheduling orders.
- Maintain accurate case calendars and tickler systems.
- Track service of process and returns of service.
- Request records from courts, governmental agencies, medical providers, financial institutions, and other third parties.
- Maintain case status reports and attorney task lists.
- Assist in preparing matters for hearings, mediations, depositions, and trial.
File Management:
- Open and maintain physical and electronic client files.
- Scan, upload, index, and organize documents.
- Maintain file accuracy and organization.
- Archive and close files upon completion of representation.
- Implement and maintain file retention procedures.
- Retrieve and prepare files as needed for attorney review.
Billing and Financial Responsibilities:
- Receive and process client payments.
- Prepare invoices, statements, and billing reports.
- Monitor payment plans and outstanding balances.
- Assist with collections and payment follow-up.
- Track client costs and expenses.
- Maintain trust-account records as directed by the Attorney.
- Assist with monthly financial reporting and account reconciliation.
Qualifications
- High School Diploma or GED.
- 5-7 Years, prior legal assistant, legal secretary, office manager, or law office experience.
- Strong organizational and time-management skills.
- Excellent verbal and written communication abilities.
- Proficiency in Microsoft Office, including Word, Outlook, Excel, and Adobe PDF.
- Ability to manage multiple projects simultaneously.
- Strong attention to detail and accuracy.
- Ability to maintain confidentiality and professionalism.
- Experience with Texas e-filing systems.
- Familiarity with family law, probate, guardianship, estate planning, civil litigation, and real estate matters.
- Experience with legal case management software.
- Bookkeeping or billing experience.
- Bilingual (English/Spanish) preferred.
Performance Expectations:
- Demonstrate reliability, punctuality, accountability, professionalism, and initiative.
- Maintain accurate and organized files and records.
- Consistently meet deadlines and assist Attorney and other staff in meeting deadlines.
- Effectively manage office operations with minimal supervision.
- Provide excellent client service.
- Maintain confidentiality and ethical standards.
- Support the Attorney in providing efficient and effective legal services.
Compensation:
Compensation will be based upon experience, qualifications, performance, and demonstrated ability to manage legal and administrative responsibilities.
Work Schedule:
- Full-Time
- Monday through Thursday
- Additional hours as necessary to meet client and court deadlines.
Join our team where your expertise will make a meaningful difference! We offer valuable hands-on experience across diverse legal disciplines. This is a paid position designed for experienced, self-disciplined, motivated, and organized individuals.
Pay: $15.00 - $25.00 per hour
Benefits:
- Dental insurance
- Health insurance
Work Location: In person
