LEGAL SECRETARIES California Occupational Guide Number 172 Interest Area 7 1995
THE JOB
LEGAL SECRETARIES perform specialized clerical and administrative tasks to help Lawyers and staff to carry out their work and ensure efficient operation of the law office. Their work involves knowledge and use of highly technical legal terminology, forms, and procedures. They are also required to have a knowledge of computers and case management.
A great deal of a Legal Secretary's job involves editing and processing formal legal documents, such as contracts and court papers, known as pleadings. In offices with computers, most of these documents are stored in computer files. Secretaries obtain most of the necessary information from dictation machines, longhand notes, and oral instructions. They type, organize, and assemble the pages into correct legal form. Because the content and the wording of legal papers tends to be relatively standardized, Legal Secretaries are usually given only the new information or changes. They must rely on reference books, standard form manuals, case files, memory, and independent judgment to edit documents. Legal Secretaries may use electronic typewriters, word processing equipment, or personal computers to edit these forms.
Legal Secretaries also file papers with the courts or government agencies. They may correspond with clients and keep records on the status of cases. They keep track of actions already taken, deadlines for future filings, and scheduled court appearances. They are expected to remind Attorneys about upcoming events or appointments and to make any needed preparations. For billing purposes, they may keep a record of services rendered, and time or money spent on cases by the Attorney or other staff members. In addition, some Legal Secretaries handle a variety of general office work. They may greet clients, answer correspondence and answer telephone calls. They may also make appointments and travel arrangements for Attorneys and staff. In small offices, Secretaries may also be responsible for payroll and other bookkeeping functions.
WORKING CONDITIONS
Normally Legal Secretaries are assigned to work for two or more Attorneys. Generally, they work in offices that are clean and relatively free of noise. Since the job involves editing legal documents, Legal Secretaries may sit for long periods of time. If they spend a lot of time typing on computers, there is a possibility of eyestrain and repetitive motion problems such as carpal tunnel syndrome. There is also a chance of a moderate to high stress level due to the pressure of working to meet deadlines.
With more firms automating their offices Legal Secretaries are assuming responsibilities previously handled by managers and professionals. These responsibilities may include running spreadsheet programs and maintaining database files.
EMPLOYMENT OUTLOOK
The following information is from the California Projections of Employment published by the Labor Market Information Division.
Estimated number of workers in 1990 34,720 Estimated number of workers in 2005 54,340 Projected Growth Percentage 57% Estimated openings due to separations by 2005 14,800
(These figures do not include self-employment nor openings due to turnover.)
A projected increase of over 19,000 new jobs combined with the estimated 14,800 workers leaving the labor force will result in nearly 34,000 net job openings in California by the year 2005 for Legal Secretaries. This occupation is considered to be one of the fifty occupations with the fastest job growth in California between 1990 and 2005.
Legal Secretaries with experience and excellent typing, language, and computer skills can easily obtain employment. They will continue to be necessary for work requiring specialized knowledge, organizational ability, and independent judgment.
WAGES, HOURS, AND FRINGE BENEFITS
Salaries vary widely from one geographic area to another. The size and nature of the firm also has a bearing on the salary paid. Statewide, trainees with good secretarial skills but no legal experience start from $1,100 to over $2,300 a month. Experienced Legal Secretaries generally earn between $1,600 and $3,100 a month. Salaries for Legal Secretaries who are highly skilled range from $1,900 to $3,800 a month and above.
Legal Secretaries usually work 35 to 40 hours per week, but overtime is frequently required. Overtime is normally compensated by time-and-a-half pay or equivalent time off. Legal Secretaries generally receive fringe benefits such as paid vacations, sick leave, and health insurance. Annual bonuses are frequently paid to Legal Secretaries working for private law firms.
ENTRANCE REQUIREMENTS AND TRAINING
Well-qualified Legal Secretaries should be able to accurately type 50 to 90 words per minute. They should also be able to transcribe from a dictating machine and be able to use proper grammar. Workers in this occupation also need good interpersonal and communication skills. Although shorthand is less often required than in previous years, Secretaries who can take dictation accurately at 80 to 120 words per minute offer an added skill to their firms. All Legal Secretaries must understand the way the legal system works, its terminology and procedures. Essential personal attributes include initiative, good judgment, a pleasant personality, and the ability to function well under pressure.
Prospective Legal Secretaries should have a high school diploma with sound training in grammar, spelling, composition, arithmetic, and typing. They should also be familiar with personal computers, office machine operation, bookkeeping principles, and business law. Latin is recommended by some authorities because legal terminology contains many Latin words and phrases. Additional Legal Secretary training in a community college, business school, or adult education center is desirable. The most valuable training programs are those which offer some type of internship or work experience in local law offices. In addition to providing realistic learning situations, these positions may open doors to future employment. Attorneys who specialize in litigation often require specific litigation experience. Some employers will hire and train workers with good office skills obtained through several years of general secretarial experience or equivalent secretarial training. However, most employers prefer workers with several years of law office experience. They prefer these workers because Legal Secretaries become more familiar with law office procedures after several years on the job.
ADVANCEMENT
Promotions are limited in both small and large law firms in part due to the lack of available positions, although some firms will promote Legal Secretaries to the position of Office Manager or Legal Assistant. In small law firms, advancement is generally limited to gradual increases in responsibility and pay. In large firms, Legal Secretaries may become Lead or Administrative Secretaries, Legal Administrators, or Executive Secretaries assigned to top company officials. In both large and small firms it is possible to advance to the position of Paralegal or even Attorney, if the worker is willing to obtain the necessary education.
FINDING THE JOB
Legal Secretaries are employed in private law firms, government agencies, and in the legal departments of large banks, insurance companies, and public utility companies.
They can register with the California Employment Development Department, their school placement offices, and private employment agencies. Local chapters of the Legal Secretaries Association may have information about openings in their areas. Personnel offices of federal, state, city, and county governments should also be contacted. Leaving an application or resume on file with potential employers is another good method of finding work. People seeking work as Legal Secretaries should also check the classified ads in newspapers for Legal Secretary, Administrative Assistant, Legal Assistant, and Secretary.
ADDITIONAL SOURCES OF INFORMATION
The National Association of Legal Secretaries 2250 E. 73rd Street, Suite 550 Tulsa, OK 74136 (918) 493-3540
RELATED OCCUPATIONAL GUIDES
Typists and Word Processing Technicians No. 20 Stenographers No. 25 Secretaries No. 128 Shorthand Reporters/Court Reporters No. 162 Clerks, General Office No. 295 Paralegal Personnel No. 464
OCCUPATIONAL CODE REFERENCES
DOT (Dictionary of Occupational Titles, 4th Ed., Rev. 1) Legal Secretary (clerical) 201.362-010
OES (Occupational Employment Statistics) System Legal Secretaries 551020
Source: State of California, Employment Development Department,
Labor Market Information Division, Information Services
Group, (916) 262-2162.
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