Legal Secretary

Lucas County • Toledo, OH

13h

About The Position

Under the direction of the Legal Support Staff Supervisor or designee, the Legal Secretary provides advanced administrative support, including but not limited to preparing legal documents, managing calendars, assigning work, and updating SETS with case information. The role includes answering legal loop phone lines, communicating through Microsoft Teams, scanning and uploading documents into Microsoft SharePoint or similar programs, and reviewing court orders for accuracy while coordinating with attorneys and the court to resolve discrepancies, requiring strong organization, attention to detail, and the ability to work independently, and performs other duties as assigned.

Requirements

• Knowledge of computer operations and office technology, including Outlook, Microsoft Word, Excel, Cisco Jabber, Teams, and case management/document systems such as Microsoft SharePoint, CAM, OnBase, Juvenile Information System, and Compass Pilot.
• Knowledge of legal terminology, court procedures, proper formatting, preparation, and proofreading of legal documents.
• Knowledge of office practices and procedures, including mail distribution, recordkeeping, and use of office equipment such as fax machines, photocopiers, and telephones.
• Strong typing principles and effective written and verbal communication, organization, and time management.
• Accurately preparing, formatting, and proofreading legal documents under strict deadlines.
• Typing, data entry, and creating or modifying forms, templates, and other documents.
• Managing Schedules, prioritizing assignments, multitasking, and maintaining organized records.
• Ability to effectively utilize AI software such as Copilot, ChatGPT, and Claude.
• Communicating clearly and professionally with attorneys, court staff, clients, and colleagues.
• Performing a full range of clerical and administrative tasks, including mail handling, copying, filing, and standard problem resolution.
• Collaborating effectively with other staff members while working independently when required.
• High school Diploma or G.E.D. along with an Associate degree or higher in Legal Secretarial Sciences or Political Science (Pre-Law preferred), or a high school diploma or G.E.D with at least two years of experience in a legal secretary position at a law firm or government office.
• Ability to type 40 words per minute accurately.

Responsibilities

• Prepares, formats, and processes advanced legal documents (e.g., complaints, motions, affidavits, and briefs) using Microsoft Word, while proofreading and fact-checking content to ensure accuracy, proper formatting, and adherence to legal standards under strict deadlines.
• Coordinates communication and scheduling by handling detailed correspondence with clients, court staff, and opposing counsel, responding to phone inquiries, and managing calendars and court dates.
• Maintains organized electronic legal records and performs general administrative support, including filing, photocopying, faxing, mail handling, and basic office equipment management.
• Demonstrates the ability to work independently with minimal supervision, prioritize and manage incoming work, and collaborate with legal staff to prepare documents accurately under strict deadlines.
• Assists in the training and support of staff members as needed.
• Performs other duties as assigned, attends all mandatory meetings, and carries out tasks as needed.

What This Job Offers

• Career Level: Entry Level
• Education Level: Associate degree