Legal Assistant Position Basics
The fundamental role of a legal assistant are to help attorneys in all day-to-day activities. Legal assistants provide support for both the client and the attorney. This includes everything from organizing files, acting as the point of contact between clients and legal offices, maintaining research , assisting in correspondence and file management. Essentially a great legal assistant is someone that will help your office run like a Swiss watch. Lawyers have a lot of cases and responsibility. It is the job of the legal assistant to make them as organized and efficient as possible. The legal assistants are the backbone of law offices. A legal assistant also needs to have a great deal of knowledge about the law as well. When a lawyer does not have time to meet with a client regarding a certain issue, it may be up to a legal assistant to meet with them and answer any questions and get the clients all the information that they need. Essentially a legal assistant is this critical part of a law office that if you did not have, it would cause disarray and havoc.
Needed Legal Assistant Skills
Effective communication skills are also essential. This covers both written and verbal communication. Legal Assistants are frequently called upon to draft and format correspondence, pleadings and other legal documents. They will write memos to their superiors giving an update on a case, or they will be communicating with clients and keeping them apprised of developments in their matter. Most importantly, Legal Assistants will be communicating with other attorneys as well as court personnel, insurers, processors, etc. Gathering information from all participants can be a daunting task. For example, if legal assistants are tasked with gathering evidence and communicating with witnesses, they must be organized and able to properly assess what evidence and data are required.
The duties and tasks assigned to Legal Assistants can be quite complex and are a vital part of any law firm. In order to perform their tasks as efficiently and effectively as possible, Legal Assistants must possess strong research and investigative skills, and be able to use these skills to meet firm deadlines and client expectations. Legal Assistants will frequently need to conduct research and then analyze results or data. If there are problems with research, they may need to be able to pinpoint what went wrong and be able to conduct a re-examination of the research.
Various Legal Assistant Training Course Options
Types of Programs
Programs are available at three levels — certificate, associate’s degree, and bachelor’s degree. In addition, there are many online training programs available for both the certificate and associate’s degree level.
The best way to choose a program is by looking at the curriculum. Although the name of the certificate or degree may vary, the content of the courses should be roughly the same.
The chances of landing a job are increased when the graduate has also completed an internship in addition to general coursework. Many programs, both onsite and online, have an internship requirement. This requirement may be satisfied through work experience.
Finding a Legal Assistant Training Program
When it comes to setting off into a career as a legal assistant, choosing the right training program will be paramount in gaining the proper education and skills to ensure gainful employment and long-term career success. Legal assistant training programs vary in terms of whether or not they are accredited; the schools themselves can be full-fledged four-year colleges or community or technical colleges that offer two-year programs. The U.S. Department of Education requires that all accredited institutions be periodically accredited by a nationally recognized agency to ensure quality and academic standards. The Accrediting Bureau of Health Education Schools (ABHES) is one of these agencies which was established in 1968 and has accredited over 610 institutions. There are many technical and community colleges which offer diploma and associate degree programs in legal assisting or paralegal studies. In order for students to choose an accredited program, they should choose one which is accredited by the Committee on Paralegals (COP), which is affiliated with both the American Bar Association and the American Association for Paralegal Education. In addition to choosing an accredited program, prospective students should look for a program which offers a balance of course work in both general studies and specific areas which relate directly to legal assisting. The curriculum should include coursework such subjects as administrative law, interviewing, property and contract law, trial practice, and other focused training which is designed to prepare students for the workforce. Other important factors that students should consider when choosing a program include career support services and job placement assistance, as well as internship opportunities, which allow students to gain valuable hands-on training and experience within the field.
Legal Assistant Certification
While certification is not compulsory for legal assistants, many choose to pursue credentials as a way to enhance their professional standing and job opportunities. One key certification is the Certified Legal Assistant (CLA) credential, which specifically demonstrates competence beyond the legal assistant’s educational background through voluntary examination administered by the National Association of Legal Secretaries (NALS). NALS offers several certifications, including: The NALS Certified Paralegal (CP) credential, Certified Legal Assistant (CLA) credential , Professional Paralegal (PP) credential. NALS also organizes the CP Review Course, which helps prepare legal assistants for certification. In addition to the CP Review Course, NALS offers a text, as well as practice exams to help prepare students for the CP exam. The CP is the certification credential for the American Association for Paralegal Education and the National Federation of Paralegal Associations. Organizations like these give these two certifications high credibility, increasing the value of being certified.
Training for Legal Software and Technology
The rapid pace of technological advancement in the legal industry necessitates that legal assistants receive training on new and emerging legal software and other technologies. Without training, legal assistants are not able to take advantage of these time saving tools or may use them ineffectively.
When we mention lawyers embracing technology in the workplace, the most common examples that come to mind are e-mails, Lexis Nexis, and Westlaw. However, we use technology in our daily work activities and routines. From scanning and printing documents, to creating spreadsheets, to spending a lot of our day sitting at our computers, technology is a vital component of our daily responsibilities. Technology is an important part of the routine, but it is also important to remember that technology is also evolving.
Consider how you would have completed one of your tasks 15-20 years ago. You would likely have used a dot matrix printer for hard copies (rather than a high speed color printer) and corresponded through letters or memos (rather than via e-mail). The operating system on your computer, and the technology available to use on your computer would be entirely different than what we can access with the click of a button today.
Modern legal assistants must be familiar with newest and most recognizable technology and legal software. Moreover, the importance of training in these areas cannot be overemphasized. Legal assistants must be familiar with the tools and resources available to meet the demands of the office environment.
Familiarity with case management systems and practice management software is key to working as a legal assistant, as a large portion of your work will be completed using these programs. Westlaw and Lexis Nexis are the top legal research software programs, but there are also various other legal research software programs that will be used on the job. Case management software is often used to track communication with clients and other firms, deadlines, and important matters that you will be responsible for completing in the future. Accounting software and electronic billing systems are also important because they will be used to track client related expenses.
Career Development for the Legal Assistant
While pursuing a career as a paralegal can be very rewarding, legal assistants may be surprised to learn that there are countless opportunities for advancement within the field. On-the-job experience is invaluable. Familiarity with the functions of a law office and the workings of the legal system can be a great compliment to formal legal assistant training or education. Legal assistants often get increased responsibilities and job titles without substantially changing their job descriptions. Legal assistants who are knowledgeable in specialized areas of law helpful to lawyers, such as corporate or real estate law, may find themselves in high demand. As the practice of law continues to evolve, legal assistants will continue to play an essential role within the legal system.
Managing Work and Training
Recognizing the time and commitment required to undertake legal assistant training and placement, employers are often willing to provide support to employees who are pursuing career advancement. To make the most of this support, it is important to focus your training efforts and find a way to fit training into your regular work schedule.
Focusing Your Efforts
Some courses may be more relevant than others for your current employer, or may be available on a part-time or ongoing basis. Researching the options in these regards allows you to choose the path that is best for your needs and schedule. In addition, many current employers are more supportive of training programs where there is a clear return on investment. Sharing your training goals with your employer may help you secure needed time off and encourage them to bear the costs of training.
Time Management – How to Fit Training into Your Schedule
With the right plan of action , it is possible to successfully navigate even a rigorous legal assistant training program while fulfilling your job duties. Time management techniques such as setting specific hours for arrival and departure tend to be more effective than a more free-flowing schedule. When developing a plan, remember that thorough preparation takes time and effort. When creating your training schedule, it is also best to anticipate that some unexpected issues will require last-minute changes to your schedule.
Flexibility Is Key
While it is best to set a plan of action in advance, it is equally important to maintain the flexibility to adjust your plans as necessary. If you find that you are struggling to keep up with coursework while meeting your job obligations, it is important to find the right balance as quickly as possible. In some cases, rebalancing your schedule may mean adjusting your training to better fit with your current work schedule, while in others it may mean having a conversation with your employer about scheduling changes that would better accommodate your new training obligations.