Paralegal Legal Secretary

Job Summary:

The Paralegal / Legal Secretary will provide comprehensive litigation and administrative support to a team of 3-4 attorneys within the Florida Department of Environmental Protection's Office of General Counsel. The role involves managing court filings, coordinating attorney calendars, preparing legal documents, and liaising with court personnel to support the litigation process effectively. This position requires strong organizational skills, knowledge of Florida court procedures, and the ability to handle multiple priorities in a fast-paced legal environment. Responsibilities:

• Provide legal secretarial and administrative support to assigned attorneys.
• Format, proofread, finalize, type, and electronically file legal documents.
• Prepare correspondence, pleadings, motions, notices, subpoenas, and other legal documents from drafts and templates.
• File pleadings, motions, and other court documents with Florida Circuit Courts, Division of Administrative Hearings (DOAH), and other tribunals.
• Maintain and organize attorney case files, both electronic and physical.
• Manage attorney calendars, including scheduling hearings, depositions, mediations, trials, and client meetings.
• Coordinate and communicate with Judicial Assistants regarding scheduling and court matters.
• Assist attorneys with discovery requests, responses, and document production.
• Prepare exhibits, hearing binders, and case-related documentation.
• Arrange for service of process and track legal deadlines.
• Retain and schedule court reporters and obtain hearing and deposition transcripts.
• Monitor court dockets and case activities.
• Perform general administrative duties including answering phones and coordinating travel arrangements.
• Assist with closing case files and records management activities.

Required Skills & Certifications:

• 3-5 years of experience as a Paralegal, Legal Assistant, or Legal Secretary.
• Experience supporting multiple attorneys simultaneously (preferably 3-4 attorneys).
• Knowledge of Florida court procedures, rules, and electronic filing systems.
• Experience filing documents with Florida Circuit Courts and DOAH.
• Strong litigation support experience including discovery, exhibits, and pleadings preparation.
• Experience communicating with judges' offices and Judicial Assistants.
• Proficiency with Microsoft Office Suite (Word, Outlook, Excel, PowerPoint).
• Experience using Adobe Acrobat for document preparation and management.
• Exceptional organizational, time management, and communication skills.
• Ability to handle confidential information with professionalism and discretion.
• Prior experience in a litigation practice environment.
• Familiarity with court docketing systems and case management software.
• Experience preparing trial exhibits and hearing materials.
• Knowledge of e-filing requirements and court deadlines.
• Associate's or Bachelor's degree.
• Ability to speak and understand English fluently.

Preferred Skills & Certifications:

• Experience working specifically within the Florida Courts system.
• Experience managing executive management daily calendars.
• Experience managing travel arrangements.

Special Considerations:

• Must maintain appropriate, semi-professional dress attire.
• Handle confidential and sensitive legal information with discretion.
• May require adherence to pre-employment screening and possible random drug testing if applicable.
• Position is contract/temporary; no benefits including PTO or paid holidays are offered.

Scheduling:

• Office-based position with standard business hours.
• Supports a team of attorneys requiring coordination of hearings, depositions, mediations, and client meetings which may require flexibility.