Legal Assistant Secretary

Job Description

Job Description

Job Title: Community Legal Assistant

Department: Community Association

Reports to: Attorney

Location: Pompano Beach, FL

FLSA Status: Non-exempt

A Pompano Beach-based medium-sized law firm with a robust Community Association practice is looking for an experienced and detail-oriented community association law legal assistant. This position entails offering administrative and operational support to attorneys. Key duties involve drafting letters, coordinating schedules managing client intake, and keeping files organized.

Key Responsibilities:

• Client: Organize and process Condominium and Homeowner Declarations.
• Document Preparation: Draft, format, and review legal documents, including, governing documents, meeting notice, correspondence, and affidavits. Initiate files in Document Management Software. Identify and attach relevant files to incoming correspondence that requires responses. Establish and maintain both paper and electronic filing systems for records, correspondence, and other materials.
• Log emails and documents in Document Management Software. Make copies of correspondence and other printed documents.
• Develop work procedures and schedules while tracking daily tasks.
• Case Management: Organize both physical and digital client files, monitor deadlines, and prepare Annual Meeting packages.
• Communication: Oversee daily/weekly/monthly diary and task calendar for attorneys. Answer phone calls, take messages. Coordinate the scheduling of Zoom and in-person meetings. Confirm appointments for attorneys and supply necessary documents for meetings.
• Conduct conflict searches and prepare Retainer Agreements for final review.
• Utilize e-filing systems, prepare letters, notices, amendments, and construction lien packages.
• Open, read, route, and distribute incoming mail and other materials.

Qualifications

• Education: A high school diploma is required, while an associate’s degree is preferred but not mandatory, or equivalent legal experience.
• Experience: 3 years of experience as a Legal Assistant, ideally with community Association background.
• Technical Skills: Must be proficient in Microsoft Office (Word, Excel, Outlook) and possess the capability to swiftly learn legal case management software.
• Strong written and verbal communication skills, detail-oriented, organized, and able to work in a group setting.
• Organizational Abilities: Capable of effectively prioritizing tasks within tight deadlines.