Legal Secretary

Description

Florida Rural Legal Services, Inc. (FRLS) is a non-profit law firm that provides free civil legal aid to eligible individuals, families, and vulnerable communities across 13 Florida counties, as well as to farm workers statewide. Since 1966, FRLS has been dedicated to justice, offering legal services in housing law, family law, consumer protection, public benefits, elder law, disaster relief, education law, and more—at no cost to our clients. FRLS partners with community organizations and pro bono attorneys to provide quality advocacy, outreach, and education aimed at protecting the rights of those in need. For over 50 years, FRLS has been a steadfast advocate for justice. Learn more at www.FRLS.org.

The main purpose of this role is to be responsible for a variety of administrative and clerical tasks. The Legal Secretary will enhance the attorney effectiveness by providing information-management support, file management and occasionally communicating with others on behalf of the attorneys. Meeting clients and other visitors is a primary part of this role. The goal is to sustain efficiency of all office procedures and case management to guarantee reliability and consistency. 

Essential Functions

1. Share responsibilities of a receptionist when said employee is absent or engaged in other work.

2. Opening files, closing files, general office filing, maintaining advocate and office filing and statistical systems, sorting, and preparing and delivering case folders as required.

3. Proof-reading and correcting letters, briefs, motions, memoranda, and other documents.

4. Transcribing records or judicial or administrative proceedings.

5. Scheduling appointments, making business travel arrangements, and all other arrangements for business meetings in FRLS offices or other places.

6. Transacting routine business, such as banking and post office business, as required. Occasionally, a secretary will deliver or pick up business documents or other material, engage in fact-gathering, and assist at depositions when not unusually burdensome.

7. Gathering information by telephone and otherwise assisting attorneys and paralegals.

8. Maintaining the library, maintaining records, keeping accurate statistics, acting as office or work group timekeeper, and other administrative tasks as they arise.

9. Composing and completing letters, forms, memos, and routine legal documents with proficiency in spelling, punctuation, and grammar.

10. Assisting with on-the-job orientation and training for new staff.

11. Handling mail.

12. Participate in such meetings and training as shall be provided by FRLS.

13. Perform preliminary intake or screening interviews and determining financial eligibility, including completing intake sheets. 

14. Scheduling of client appointments, unless otherwise performed by attorneys or paralegals.

15. Acquire new skills and knowledge such as learning how to scan documents, complete electronic filing and knowing and implementing any other function/procedure required by the courts.

Requirements

1. 2-5 years legal secretarial experience preferred
2. Fluent in English and Spanish or Haitian Creole preferred.
3. Computer skills utilizing Microsoft Office Suite and ability to learn case management system. 
4. Familiarity with court system
5. Type 55 WPM
6. Proficient spelling and grammar

Working conditions

This position operates in a professional work environment.

Physical requirements

1. This is a largely sedentary role, however, some lifting of office supplies of up to 20 pounds may be required.

2. Must be able to travel throughout Florida, as needed.

Reports

1. No supervisory duties 

Salary and Benefits

The starting salary for this position is $34,000, which is based on a union scale and adjusted upward depending on experience. FRLS offers a very generous benefits package that includes 403(b) with employer-paid contribution; health insurance (medical, dental, and vision) for employees and their dependents; paid leave (up to 5 weeks of PTO, 2 personal days, and 13 holidays). FRLS Legal Secretaries operate in an in-office environment, requiring work in their assigned office five days a week.

Clearinghouse Education and Awareness website: HB531 | Florida Agency for Health Care Administration