Paralegal Job Board

Loyola University Chicago Institute for Paralegal Studies

Legal Administrative Assistant

  • 1-2 Years Experience
  • 3-5 Years Experience
  • Bilingual
  • Full Time
  • Chicago, IL 60604

Website BREEN & PUGH

Criminal Defense Law Firm

Role and Responsibilities
The Legal Administrative Assistant will be responsible for answering phone calls, greeting clients, contributing to case fact-checking, and communicating with court employees to confirm court dates. They will assist the lawyers in their day-today duties, providing support in correspondence, document drafting, document filing, file management, scheduling, and other essential legal projects as assigned. They will also be responsible for the day-to-day administrative running of the office (i.e., managing office supplies, invoices, light bookkeeping, light office maintenance, etc.).


List of Duties

1.    Provide excellent and efficient client service, greeting and welcoming guests in person or on the telephone, and by answering and/or directing queries.

2.    Build positive client relationships through effective communication, establishing trust and maintaining confidentiality.

3.    Assist in maintaining facilities and office inventory, supply budgeting, and other firm expenses, and assisting in billing and other accounting functions as needed.

4.    Serve as liaison with technical support for office equipment, ensuring operation of equipment by completing preventive maintenance requirements and calling for repairs.

5.    Draft, revise, and edit letters and other written documents, and collect and analyze information.

6.    Read, research, review, verify, and route correspondence, reports, and legal documents.

7.    Assist with preparation of, filing of, and following-up on the following: the servicing of pleadings (e.g., motions, orders, etc.), subpoenas for records or testimony, FOIA requests, petitions to expunge or seal criminal matters, requests for medical records, and any other such legal documents.  

8.    Maintain filing and retrieval systems, as well as digital archive systems.

9.    Organize client conferences, and attorney meetings by scheduling couriers, court reporters, expert witnesses, and other parties, and by coordinating preparation of charts, graphs, and other courtroom visuals as necessary.

10. Represent attorney by communicating on their behalf and obtaining information, following-up on delegated assignments, and knowing when to act and when to refer matters to the lawyers.

11. Oversee file management, maintaining digital and physical records of all open and closed files, gathering case evidence and documentation, and preparing files and inputting information from records, statements, and other documentation.

12. Oversee and maintain communication with legal agencies (e.g., Cook County Sheriff’s Electronic Monitoring Department (EHM)), confirming requirements for participation, ensuring participant compliance, and providing further assistance towards compliance as requested by legal agencies.

13. Provide Spanish to English translation and interpretation during calls and meetings either in written or verbal form as needed.


Qualifications and Education Requirements

– At least 2-year College Degree Strongly Suggested

– Technical skills, including the ability to work with databases and case management software, word processing, research, and critical thinking skills.

– Attention to detail and organization skills.

– Leadership ability and management experience with an ability to perform well under pressure and with tight deadlines.

– Integrity, client confidentiality.


Preferred Skills

– Excellent telephonic communication and message interpretation preferred.

– Notary certification a plus.

– Proficiency in writing, editing, and proofreading.

– Previous legal experience a plus.

– Bilingual Spanish preferred.


Work Hours & Benefits

– Full-time employment: Monday to Friday, 9:00 a.m. to 5:00 p.m.

– Paid Time Off

– Health Insurance


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