MODULE 2 – CAREER QUALIFICATIONS FOR
LEGAL OFFICE ASSISTANT
As a legal office assistant, you must have or must acquire certain basic skills and a great
deal of knowledge about how to perform your many challenging and varied duties in a law
office.
FUNCTIONS AND DUTIES OF A LEGAL OFFICE ASSISTANT:
1. Open and sort all day’s mail.
2. Take dictation by machine or shorthand and transcribe accurately.
3. Encode on the computer keyboard or type rapidly and accurately.
4. File legal documents.
5. Prepare time sheets indicating the time the lawyer spends on behalf of different clients.
6. Prepare client’s fee and disbursement statements for collection.
7. With instruction from the lawyer, prepare appropriate written documents, such as: for real
estate, corporate tax, civil or criminal litigation, and other office documents.
8. Perform bookkeeping or accounts keeping functions.
9. Update the calendar and appointments and court hearings.
10. Place outgoing and answer incoming telephone calls.
11. Serve as receptionist to take care of visitors and clients.
12. Assist the lawyer in many other ways, such as: serving coffee for the visitor, reproduce
documents according to the needed number of copies, take down instructions when the lawyer
will be away, and the like.
BASIC SKILLS REQUIREMENT:
1. Excellent in English Proficiency (Oral and written).
2. Spelling Proficiency
3. Communication Skill
4. Shorthand and Transcription Skill
Specialized Knowledge Required:
1. You will have to work hard, think clearly, and be able to concentrate for long periods of time.
2. You will become familiar with the structure of the rules of the courts with which you will be
dealing with a legal office assistant.
3. You will acquire an understanding of legal terminology, and you are expected to know how to
prepare legal documents properly, and you will learn what to do with them after they have been
computerized, typed, or transcribed.
4. It is important that you understand not only how to format a great variety of legal documents,
but you should know also why each document is important.
5. Once you start working, you will know if your lawyer-boss has already gained confidence in
your knowledge and dependability if he will give you the chance to assume greater responsibility
for the details of his legal office work.
The Kind of Work you Perform on a Typical Day in a Law Office:
1. When you arrive to report for work, immediately open, sort, and distribute incoming mail –
with all the necessary files attached.
2. Check calendar of appointments so that you can prepare the files, forms and whatever else is
necessary for the day’s appointments.
3. Complete time sheets or dockets for yesterday’s schedule.
4. Deposit any fees received and enter the fees on account sheets.
5. Complete any transcription task left from yesterday.
6. Check the availability of office supplies in your desk, lawyer’s office, supply cabinets, and refill
or order needed supplies when necessary.
7. Prepare statement of accounts to clients for collection fees.
8. Open new files for new client and close out files for cases already with court decisions.
9. Mail out today’s mail.
10. You must also place outgoing and answer incoming phone calls.
11. Greet the visitors and clients and bring them to see the lawyers.
PERSONAL QUALITIES REQUIRED:
1. Appearance and Good Manners
2. Poise
3. Discretion and ability to keep confidential information.
4. Dedication and loyalty
5. Adaptability
6. Initiative and good judgment
7. Accuracy in handling details
8. Understanding of human nature
9. Eagerness to learn.