Legal Administrative Specialist

Raymond James•Saint Petersburg, FL

1d•Hybrid

About The Position

An individual contributor with specialized skills in legal administrative support, responsible for coordinating documentation and administrative processes for legal matters. This role supports legal teams by managing matter intake, organizing records, maintaining systems, and ensuring accuracy and consistency of legal documentation and data.

Requirements

Understands legal terminology, legal matter types and litigation procedures, in order to describe, search for, retrieve, organize and index legal documents.
Ability to plan, organize, and prioritize multiple administrative and documentation tasks to meet deadlines.
Strong attention to detail and accuracy in data entry, document handling, and records management.
Proficiency in standard office software and ability to effectively use document and matter management systems.
Ability to follow established procedures and apply consistent standards to documentation and data.
Strong organizational skills to manage files, records, and information in a structured environment.
Effective written and verbal communication skills for coordination with internal stakeholders.
Ability to handle sensitive and confidential information with discretion.
Problem-solving skills to identify discrepancies and ensure data and document accuracy.
High School (HS)
General Experience - 7 to 12 months

Responsibilities

Coordinate the intake, setup, and maintenance of legal matters within matter and/or document management systems, ensuring accuracy, completeness, and adherence to established procedures.
Review submitted information for completeness and accuracy; follow up with internal stakeholders to clarify or obtain missing details.
Assign matter identifiers, categorize matter types, and apply appropriate coding and classification standards.
Organize and maintain legal documents and files, including creating folder structures, indexing, and applying consistent naming conventions.
Examine and process electronic and physical documents to ensure proper classification, coding, and storage in accordance with departmental procedures.
Support document lifecycle activities, including scanning, OCR processing, filing, retrieval, and disposition of records.
Maintain and update data in departmental systems, ensuring data integrity and consistency across records.
Receive, identify, and distribute documentation to appropriate internal contacts in a timely manner.
Perform and provide support with audits and quality checks of records and databases to ensure compliance with internal standards and records retention policies.
Prepare routine correspondence, reports, and meeting materials for review by legal team members.
May schedule meetings, coordinate logistics, and support administrative activities for the legal team.
Track status of assigned work and communicate updates to supervisors or team members as appropriate.
Assist with special projects and complete multi-step assignments using established procedures and guidelines.
Utilize standard office equipment and software (e.g., Microsoft Office, legal matter management system, document management systems) to support administrative and documentation processes.