Paralegal / Legal Secretary

Job Description

Job Description

Job Description: Paralegal / Legal Secretary

Location: Tallahassee, FL 32399
Employment Type: Full-Time
Pay Rate: $30.00 / hour
Reports To: Managing Attorney or Practice Group Leader
Work Environment: Office-based (with occasional remote flexibility for administrative tasks)
Schedule: Standard business hours; requires flexibility for early morning and evening hours as needed to accommodate court schedules and client meetings.

Position Summary

Our client is seeking an experienced, detail-oriented Paralegal / Legal Secretary with 3–5 years of legal support experience to provide comprehensive litigation and administrative support to a team of 3–4 attorneys. The ideal candidate possesses a strong working knowledge of Florida court procedures, electronic filing systems, and litigation support functions. This role demands a proactive professional capable of managing multiple priorities, coordinating complex schedules, and maintaining strict adherence to deadlines in a fast-paced litigation environment.

Key Responsibilities

• Litigation & E-Filing Support: Format, proofread, finalize, and electronically file legal documents (pleadings, motions, notices, subpoenas, discovery requests/responses) with Florida Circuit Courts and the Division of Administrative Hearings (DOAH) in strict compliance with state rules.
• Calendar & Docket Management: Manage attorney calendars by scheduling hearings, depositions, mediations, trials, and client meetings. Monitor court dockets across multiple jurisdictions to identify, track, and notify attorneys of critical deadlines in advance.
• Judicial & Vendor Liaison: Communicate directly with judicial assistants and court staff to confirm schedules and respond to inquiries. Coordinate with court reporters, track service of process, and manage transcript deliveries.
• Discovery & Trial Preparation: Assist with the discovery process, including drafting requests, organizing responses, compiling document production sets, and managing privilege logs. Prepare trial exhibits, redacted materials, and hearing binders.
• File & Records Governance: Maintain and organize both physical and electronic case files using standardized naming conventions. Handle file closures and archival procedures in accordance with firm policy.
• Administrative Operations: Manage day-to-day office communications, coordinate travel arrangements, and provide high-level administrative support to the assigned attorney team.

Required Qualifications

• Experience: 3–5 years of experience as a Paralegal, Legal Assistant, or Legal Secretary in a litigation-focused law firm or legal department.
• Team Capacity: Proven experience supporting 3–4 attorneys simultaneously in a high-volume environment.
• Jurisdictional Expertise: In-depth knowledge of Florida court rules, deadlines, and electronic filing platforms ( Florida Courts E-Filing Portal and DOAH e-filing ).
• Technical Software Proficiency:
• • Advanced proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint) with expert formatting capabilities.
  • Expertise in Adobe Acrobat for PDF editing, redaction, and document assembly.
  • Familiarity with court docketing and case management software (e.g., Clio, MyCase , or equivalent).
• Professional Competencies: High level of discretion, integrity, and exceptional time-management skills when handling sensitive, deadline-driven information.

Core Skills & Competencies

• Legal Domain: Litigation Support • Florida Circuit Courts & DOAH E-Filing • Legal Document Formatting (Pleadings/Motions) • Discovery Coordination & Document Production • Trial Exhibit & Hearing Binder Assembly
• Operations: Calendar & Docket Management • Judicial Liaison Communication • Records Management & File Closure
• Soft Skills: Meticulous Attention to Detail • Prioritisation Under Pressure • Written & Verbal Communication • Professional Discretion