Legal Assistant I

Jacksonville; Jacksonville (FL); On-site; USD 25,000 - 36,000; Full time

Job summary

Jacksonville is seeking an entry-level administrative assistant to support assigned attorneys in a busy legal office. The role emphasizes phone handling, mail processing, filing, scheduling, and basic document management.

You will work with Word, WordPerfect, Outlook, Access and Excel; familiarity with CORE and ECF is a plus. This office-based position in Jacksonville, FL requires a high school diploma and about one year of administrative experience.

Qualifications

• High school diploma or equivalent required.
• One year of administrative experience preferred.
• Proficient with standard office equipment and software.

Responsibilities

• Answer phones, route calls, and take messages.
• Process mail, packages, faxes, and deliveries.
• Scan, copy, file, and organize documents.
• Schedule meetings and calendar entries for attorneys and staff.
• Enter and update information in case management software.
• Proofread documents for formatting and accuracy.

Skills

Word

WordPerfect

Outlook

Access

Excel data management

TABS3 knowledge

Education

High school diploma or equivalent

Tools

TABS3

Job description

Job Description

Provides entry level administrative support to assigned attorney(s).

Examples of Work

• Answers phones, routes calls, and takes messages.
• Processes incoming and outgoing mail, overnight packages, faxes, and deliveries.
• Scans, copies, files, and organizes paper and electronic documents.
• Maintains physical and electronic filing systems.
• Opens, closes, and archives legal files.
• Schedules meetings, appointments, and calendar entries for attorneys and staff.
• Tracks deadlines, hearing dates, and document due dates in calendars and case management systems.
• Prepares routine correspondence, labels, mailing envelopes, and basic forms.
• Assists with assembling, printing, and mailing pleadings, subpoenas, and other legal documents.
• Coordinates service and delivery of pleadings and subpoenas.
• Enters and updates information in databases and case management software.
• Conducts basic follow‑up calls and emails regarding receipt of records, subpoenas, or scheduled appointments.
• Proofreads documents for formatting, spelling, grammar, and completeness.
• Performs other related duties as assigned.

Knowledge, Skills and Abilities

• Proficient in Word, WordPerfect, Outlook, Access and Excel data program management; knowledge of TABS3 software is a plus.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Ability to concentrate and pay close attention to detail for up to 75 percent of the work time when evaluating legal matters.
• Ability to proofread materials for contextual, grammatical, typographical, or spelling errors.
• Interpersonal skills are critical in order to communicate in person, by e‑mail and telephone and follow the instruction effectively from a diverse group of clients, attorneys and staff and provide information with ordinary courtesy and tact.
• Ability to operate standard office equipment such as computers, photocopiers and fax machines.
• Ability to perform mathematical functions.
• Ability to lift 20 pounds.
• Ability to schedule and manage attorney’s appointments on calendar.
• Familiarity with electronic filing in CORE and/or ECF preferred.

Open Requirements/Supplemental Information

• A high school diploma or equivalent is required.
• One year of administrative experience is preferred.

VETERANS PREFERENCE

• Certain servicemembers and veterans, and the spouses and the family members of such service members and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for post‑secondary educational requirements, in employment and are encouraged to apply for positions being filled.
• If claiming veteran's preference, you must attach a DD-214 (Member Form-4 copy) or military discharge papers, or equivalent certification from the Department of Veterans Affairs listing military status, dates of service and character of discharge. You must also attach the Veterans Preference Certification Form and if applicable, the additional forms as noted here: http://www.coj.net/departments/employee-services/veterans-preference. Failure to attach required documents will delay veterans preference status.
• If a candidate believes he or she was not afforded veteran’s preference, he or she may file a written complaint, within sixty (60) calendar days upon receipt of notification of the hiring decision, requesting an investigation to:

Florida Department of Veterans Affairs

Attention: Veterans’ Preference Coordinator

11351 Ulmerton Road, Suite 311-K

Largo, FL 33778-1630

Email: [e-mail]

OTHER IMPORTANT INFORMATION

• Applicants must be legally authorized to work in the United States on a full‑time basis.
• Please note residence is no longer required, but it is preferred.
• This position is in an office and is not a remote position.
• Please ensure your application includes all employers within the last 10 years.
• Part‑Time and volunteer work experience may be considered if an applicant has worked/volunteered 20 hours per week or more. If applying for a full‑time position, these hours must add up to full‑time equivalency. To receive consideration, complete work/volunteer history must be provided in the application.
• To ensure you receive email notifications, make “[e-mail]” a trusted sender. You may also track the status of your application and see notifications by logging into your account. For further information regarding the application process. please refer to the Frequently Asked Questions on the website.