Legal Assistants go by many different titles depending on the organization they work in. They are sometimes referred to as Legal Office Assistants, Legal Administrative Assistants, Legal Secretaries, Real Estate Secretaries, Litigation Secretaries, Trademark Secretaries, Family Law Legal Assistant, Commercial Law Secretaries and Corporate Law Secretaries.
Fundamentally there are two core positions other than lawyers that make up the legal team:
Legal Assistants which generally perform administrative duties in law firms and corporate legal departments, real estate companies, land title offices, municipality, provincial and federal courts, and
Paralegals which in some jurisdictions can represent matters such as litigation in small claims court, traffic and other offenses heard in Provincial Offenses Court, Hearings before tribunals like Landlord and Tenant Boards or Workplace Safety and Insurance Boards and some Minor criminal charges under the Criminal Code heard in the Ontario Court of Justice.
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What does a Legal Assistant do?
- Uses traditional office software applications such as Microsoft Word, Excel, MS Access or MS PowerPoint to prepare correspondence and legal documents such as deeds, affidavits, wills, mortgages, contracts, statutory declarations, applications and briefs
- Answers the phone, schedule appointments and meetings for lawyers, greet clients and handle administrative and business details related to the legal office
- Sets up and maintains records and filing management systems utilizing knowledge of legal records and procedures classifying and coding electronic and hardcopy files, many of which are confidential materials.
- Transcribes correspondence and legal documents from digital recordings, shorthand or handwritten notes.
- Opens and distributes regular incoming correspondence, coordinate the flow of information with other departments and respond to routine inquiries
- Reviews and proofreads outgoing documents to ensure they are correct and comply with legal procedures
- Compiles information using online legal resources
- Operates office equipment such as voice mail messaging systems, photocopying machines and scanning equipment
- Handles routine billing and accounting
- May attend court, meetings or conferences to take notes, minutes and dictation
- May supervise and train other office staff in the office's established procedures and routines
- May perform other office related duties like preparing financial statements for the office
- With experience, legal assistant duties and responsibilities may overlap with those of paralegals (for more information, see Paralegal).
Essential Skills of a Legal Assistant:
- Good oral and written communication skills
- Good organization and time management skills
- The ability to maintain accuracy in their work and pay attention to details
- Ability to maintain integrity and confidentiality
- The ability to work both independently and as part of a team
- Enjoy working and dealing with people
- Enjoy compiling and organizing information
Educational Requirements for a Legal Assistant
Employers require legal administrative assistants and legal assistants to be computer literate and to have relatively fast, accurate keyboarding skills. Some may require a typing speed of 50-60 words a minute. A post-secondary diploma in legal administration, computer software such as MS Word and Excel and Internet literacy and familiarity with legal vocabulary, legal processes and routines and the court system.
How much does a Legal Assistant Make?
According to the Department of Employment and Social Development Canada, Legal Administrative Assistants and Legal Secretaries earn on average from $24.04 to $35.71 an hour. jobbank.gc.ca
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