Legal Administrative Assistant

Overview

This role provides administrative, operational, and client service support to attorneys and paralegals. The position supports efficient case intake, file management, and client communication while maintaining accuracy and confidentiality.

Responsibilities

Case Opening & Data Management

• Enter and maintain client data in case management systems with exceptional accuracy
• Set up and configure client portals
• Format and verify all contact information
• Organize case files according to firm naming conventions

Document Management

• Process documents using OCR technology to ensure searchability
• Organize and maintain digital case files in cloud storage platforms
• Ensure consistent file naming and formatting across all platforms
• Maintain current and properly organized case files

Mailing & Correspondence

• Prepare and process firm mailings
• Track and document delivery status
• Verify mailing addresses for accuracy
• Maintain organized records of all correspondence

Administrative Support

• Monitor task management systems and create tasks as needed
• Generate and send payment requests to clients
• Process and track client payments
• Schedule appointments, deadlines, and court dates
• Create expense entries for firm costs

Quality Control

• Conduct initial conflict of interest screening
• Verify accuracy of all data entry
• Maintain strict client confidentiality
• Follow firm policies and procedures
• Report any discrepancies or compliance concerns

Other Duties

• Other duties may be assigned as needed

Required Qualifications

Technical Skills

• Strong proficiency in Microsoft Office Suite
• Experience with case management software or ability to learn quickly
• Proficiency with PDF editing software
• Comfortable learning multiple software platforms
• Strong typing and data entry skills with high accuracy

Professional Skills

• Exceptional attention to detail and organizational skills
• Excellent written and verbal communication
• Ability to manage multiple priorities and deadlines
• Professional client service orientation
• Self-motivated with ability to work independently
• Strong problem-solving abilities

Education & Experience

• High school diploma or equivalent required; Associate's degree preferred
• 1–3 years of administrative or office support experience
• Legal office experience preferred but not required

Compensation & Benefits

• At-will employment position

Location

• Not specified in the provided description