Legal Secretary - Family Law

Exemption Status: Hourly Non-Exempt Remote Options/Office Hours: On-Site/Hybrid Classification: Legal Support Staff Reports To: Practice Area Manager Summary of Position The Legal Secretary – Family Law provides administrative support to attorneys and paralegals in family law practice areas including dissolutions, relationship agreements, custody/visitation issues, support disputes, property division, domestic violence proceedings, and adoptions. This position requires exceptional organization, attention to detail, and the ability to manage high volumes of documents, client communication, and deadline-driven tasks. This position requires that the Legal Secretary – Family Law be extremely detail-oriented, organized, critical about accuracy, spelling and grammar and possess the ability to prioritize and follow up. This is a very fast-paced environment, and the Legal Secretary – Family Law must be able to multitask and assist attorneys with a voluminous caseload. This role requires a self-starter who is willing and open to learning new skills as well as taking initiative and being proactive. JKZ employees are expected to "Think Outside the Box," applying creativity, sound judgment, and initiative to deliver thoughtful solutions and exceptional client service. Legal Secretaries are expected to model and uphold JKZ’s mission, vision, and values in all professional interactions and to consistently produce work that meets or exceeds the JKZ Standard. Direct Reports: N/A Essential Duties and Responsibilities 1. Document Preparation & Production Format, proofread, and finalize legal documents for all FL matters, including declarations, pleadings, motions, discovery, settlement proposals, and email correspondence. Prepare certain Judicial Council forms for filings at the direction of attorneys and paralegals. Prepare and assemble documents for signature, exhibit sets, and document binders. Manage redlines, versions, and document revisions for attorneys and paralegals. Ensure all documents comply with firm formatting standards and jurisdiction-specific requirements. Create hearing binders, mediation/settlement conference materials, and trial binders. 2. Client Communication & Coordination Work with the Intake Department to schedule initial consultations for family law attorneys. Serve as a primary administrative point of contact for clients to schedule meetings, signings, and document-review appointments. Assist clients in submitting required information and documentation. Provide procedural guidance regarding filings, deadlines, mediation preparation, and signing requirements. Coordinate electronic signing or notary arrangements for client documents. Track outstanding client information and follow up when necessary. Communicate with opposing counsel, custody evaluators, mediators, and court-appointed professionals on scheduling issues. Scheduling & Deadline Management Maintain attorney and practice area calendars, including client meetings, court hearings, mediation sessions, settlement conferences, and discovery deadlines. Enter deadlines for Requests for Orders, responsive pleadings, mandatory disclosure exchanges, financial documents, discovery and mediation appointment windows. Schedule meetings with clients, witnesses, experts, and external professionals. Assist with monitoring departmental workflows and task lists to ensure timely completion. Track court timelines for custody evaluations, mediation reports, and compliance deadlines. Maintain case matter lists and coordinate internal practice area meetings with agendas and meeting minutes. 3. File & Document Management Maintain organized electronic and physical matter files for all family law cases. Upload, name, and store documents using firm naming conventions and department standards. Scan and process signed originals, notarized documents, and court orders for long-term storage. Ensure legal indexes are completed and match court index. Prepare, update, and maintain binders, including pleadings binders, discovery binders, and mediation or trial binders. Track custody-related materials, financial documentation, and sensitive client submissions. Assist with organizing exhibits for hearings and settlement discussions. 4. Court-Related Administrative Support Prepare filing packets for family law pleadings, FL forms, declarations, and evidentiary attachments. Coordinate e-filing with court vendors or designated filing staff as needed. Track hearing dates, court notices, continuances, and required follow-up filings. Prepare routine service documents (proofs of service, service lists). Confirm court-specific requirements for settlement conferences, RFOs, trial readiness, and custody mediation. Assist with logistics for remote or in-person hearings, including uploading exhibits to court portals where required. 5. Family Law Specific Case Support Prepare administrative letters and communications to opposing counsel, mediators, therapists, and evaluators. Assist attorneys and paralegals with financial disclosure packets, including formatting, scanning, and verifying completeness. Track deadlines and documentation for mandatory disclosures (Preliminary and Final Declarations of Disclosure). Prepare client information sheets for mediation, custody evaluations, and settlement conferences. Along with paralegals, support attorneys with trial preparation (witness lists, exhibit lists, trial briefs, exhibit management). 6. Document Execution & Notary Support Schedule client signing appointments for relationship agreements, stipulations, settlement agreements, declarations, and other required documents. Prepare witness sheets, notary logs, signature tabs, and stamping requirements. Ensure signed originals are properly processed, scanned, and stored according to firm policy. Coordinate mobile notaries or remote signings when appropriate. 7. General Administrative & Operational Support Assist Intake with scheduling initial consultations and other intake functions as necessary. Process incoming mail, route correspondence, and prepare outgoing certified or overnight mailings. Assist with attorney time entry and/or expense reimbursements. Coordinate with internal teams (Finance, Intake, Office Services, Records) as needed. The Legal Secretary – Family Law will have other administrative tasks as assigned. Knowledge, Experience and Skills Requirements 1. Mental Demands Ability to manage multiple tasks, shifting priorities, and strict deadlines. Strong attention to detail and accuracy in preparing, proofreading, and organizing legal documents. Clear, professional communication with attorneys, staff, clients, and court personnel. Consistent ability to follow procedures, naming conventions, and workflow standards. Sound judgment in handling confidential information and time-sensitive matters. Ability to stay organized, focused, and composed in a fast-paced environment. 2. Physical Demands & Work Environment For on-site employees: Work in a standard office environment with frequent interaction across multiple departments. For hybrid/remote employees: Maintain a remote workspace that supports confidentiality and consistent internet connectivity for virtual meetings and system access. Prolonged periods of sitting, reading, and working at a computer. Occasional lifting of files or materials up to 15 pounds. Ability to move throughout the office to retrieve files, deliver documents, or support attorneys. 3. Education & Experience One (1) to three (3) years of recent experience as a Legal Secretary or other administrative assistant position in a law firm or file management organization preferred. 4. Knowledge, Skills & Abilities Strong written and verbal communication skills with professional, client-service–oriented demeanor. Advanced document formatting, proofreading, redlining, and file-management abilities. Ability to manage and prioritize multiple deadlines in a fast-paced environment. Strong organizational skills and ability to work collaboratively with attorneys, paralegals, and staff. Ability to maintain confidentiality and handle sensitive, personal, or crisis-related client information with high emotional intelligence. Familiarity with family law procedures, Judicial Council forms, custody-evaluation paperwork, and mediation logistics. Ability to track billable time accurately. Proficiency in MS Office (Word, Excel, Outlook) and modern law firm practice management software. Excellent command of English, including grammar, usage, form, and style. Additional Information This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. JKZ LLP is an equal opportunity employer committed to creating an inclusive and diverse workforce. We comply with the ADA and other applicable laws and consider reasonable accommodations to qualified individuals with disabilities that may be necessary for individuals to perform essential functions. #J-18808-Ljbffr