The key to a successful business is the employees. When recruiting, it should be your goal to only hire the most talented, capable, and hardworking individuals. This can be a difficult task, however. Writing a strong job description is trickier than it seems. Before you begin writing, think about what your goals are. You are trying to attract the right candidates, but what exact qualities are you looking for? How can your posting attract these employees specifically? It is especially important to have a strong job description when hiring a legal secretary because they will affect the attorney’s efficiency. You must make the qualifications as clear as possible or you run the risk of having to sort through numerous unqualified resumes. The following legal secretary job description sample will help you get started on writing your own.
Legal Secretary Job Summary
McKinney and O’Neal Law Firm is seeking a qualified legal secretary. Will be responsible for greeting clients, as well as organizing schedules, researching legal documents, and other administrative work. Organizational and communication skills are required.
Legal Secretary Job Responsibilities and Duties
- Answer and direct inquiries, welcome guests and clients, answer telephone calls and emails.
- Transcribe, edit, and format information involving case preparation.
- Research, verify, and review legal documents and apply information.
- Maintain attorney calendar and organize appointments.
- Account for and record attorney billable time.
- Communicate and obtain information while representing attorney.
- Maintain client confidentiality.
- Track, order, and receive office supplies.
- Update legal knowledge to remain up-to-date with evolving field.
Legal Secretary Skills and Qualifications
- Introductory degree in law a plus
- Two to four years experience in legal environment required
- Excellent organizational, communication, and record-keeping skills
- Strong computer skills
- Working knowledge of court system and fundamental understanding of law
McKinney and O’Neal Law Firm has been in operation for nearly a decade. We have established a relationship with our clients and the surrounding community. Over our history, we have helped countless legal secretaries advance their career in law.
What to Include In Your Legal Secretary Job Description
Before you begin writing, think about what your goals are and how you will accomplish these goals. You should know what kind of employee you are looking for. Have a complete understanding of what sections are best to include in your legal secretary job description and what information each section should have. The following details the best practice for writing a strong job description.
• Job Summary – The job summary gives an overview of the responsibilities of the position and may also introduce the company. Essentially, this section will give readers an idea of whether they are qualified or not and if they should keep reading. It is best to limit the summary to one or two sentences to avoid bogging the posting down.
• Responsibilities and Requirements – This is the most important section and should include the most information. This is where you will start to explore the actual details of the job. It should be your goal to allow the reader to envision themselves in the position. To do this, include many strong action verbs. The best responsibilities sections are between five and 10 bullet points, but you can include more if the position has even more responsibilities.
• Company Information – After describing the position, always take time to describe the company. In this section, you should try and make it seem especially appealing. It is good practice to focus on how the business benefits the careers of its employees. Does your law firm help legal secretaries become attorneys themselves? You can also include any information about how you benefit the community around the business.
• Search Engine Optimization – A job description, no matter how well-written, is not successful if it does not reach a large audience. The key to getting your job posting seen is to include search engine optimization. Think about what words those seeking employment will use to search for legal secretary jobs. It is good practice to take a look at existing legal secretary postings and research other SEO strategies.
• Call to Action – Finally, your legal secretary job description is not complete without a call to action. This section should encourage those reading to submit an application. If they read this far, they must think they may be qualified. Be sure to include instructions for how you would like candidates to apply. This may also be a good location to include information about other job details, such as start date.
Make sure your job description is not too long. It should only take a few minutes to read all the way through, but it should still have plenty of information. Your goal should be for the posting to be dense without being extensive.
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Writing Your Legal Secretary Job Description: Dos and Don’ts
After you have finished writing, always go back and review your job description. The following do’s and don’ts will help you create a checklist for what you have written. Make sure your posting meets all of your goals.
• Do include clear submission guidelines. Is there a unique form that applicants need to fill out, or should they simply contact the company.
• Do follow company policy. There is no correct approach to posting salary, so simply follow policy.
• Don’t forget to include the job information. Is it full or part-time? When must the applicant be available to begin? Where is the job located?
• Don’t be vague. It is acceptable if some information is more appropriate to be delayed until the interview, but everything should either be perfectly clear or not included in the job description.
Writing a Job Description: Do’s and Don’ts
- After you have finished writing your legal secretary job description, take the time to proofread it and make sure it meets all of the goals you set out beforehand. This legal secretary job description sample should help you get started, but yours will be unique to your business. The following do’s and don’ts provide some universal rules that should help you improve your posting and get it ready to be published.
- Don’t forget to include a call to action at the end of your resume. This section should encourage readers to submit their applications. You should also include some information about the application guidelines, especially if they are not immediately clear.
- Do spend time learning about the position requirements. It is good practice to consult someone currently working as a legal secretary or who used to fill the position to learn more about the daily responsibilities and how much time is dedicated to each task.
- Do include as much information as possible. Your job description should not be too long, but it should be dense to include a lot of information. Total, it should only take a few minutes to read your posting.
- Don’t write in a passive voice. To help the reader envision themselves in the position, include vivid descriptions of what they will be doing. Each bullet point in the responsibilities section should begin with a strong action verb.
- Do include a company profile that sells the company. You want readers to be excited to potentially work with your business specifically. Including information about how you help the careers of your employees is especially effective.
- Don’t break company policy regarding posting salary. Some job descriptions include information about the salary and some do not. Neither option is inherently better, so simply follow your company’s policy.
- Don’t be vague about any information included in the job description. It is acceptable to save some information for the interview, but if that is the case, you should not imply or reference it. Everything that is included in the posting should be perfectly clear and easy to understand quickly.
Remember that hiring is an investment. It will take time and money, so put in the work to ensure your get the biggest return on your investment that you can.