How to Hire the Ideal Paralegal or Legal Secretary (I)

by Annie G. Reed, M.A., J.D.

The objective of this article is to provide useful and practical tips to attorneys and law office managers on recruiting and selecting the ideal staff.

Solo practitioners, for the most part, are computer literate and have the ability to manage most of their administrative and/or secretarial tasks without having to hire a full-time employee. A common perception among solo practitioners is akin to the lone ranger – thinking that if the job is to be done right, it must be done alone and without anyone else’s help.

Small law firms operate in a remarkably similar fashion. And, just because a larger law firm has a department dedicated to hiring legal staff doesn’t mean the ideal person is recruited and selected. Notice I say “ideal” – not the “perfect” person. Perfection doesn’t exist so stop dreaming.

Take an honest and objective look at the actual daily rate of productivity and production output from your law practice. Hiring an employee, regardless of whether or not it is your first employee, is a positive step toward managing an effective practice. Skilled support staff and effective production management creates a solid foundation for growth and prosperity.

Ask yourself - (1) Who is currently producing the work? (2) What am I doing that could be delegated? (3) Where can I make changes? (4) How can I make better use of my time?

What is the difference between a legal secretary and a paralegal? Due to the fact that both positions are task-oriented, evaluate the production needs of the practice instead of being driven by the title. Basically, a legal secretary reproduces work while a paralegal composes the work and assists with legal analysis, research and writing. Both positions cover administrative tasks such as dealing with the courts, investigators, process servers, case management, and word processing. What about certification? In California, (CA Business & Professions §6450), there are stringent requirements for hiring paralegals and the statute mandates continuing legal education for paralegals and prohibits paralegals from working directly with the public. Even if your jurisdiction does not regulate paralegals in this fashion, a condition of employment that candidates hold a certificate of completion (from a reputable and credible paralegal program) is a best practice. For legal secretaries, there are also certification programs through schools and professional organizations. What about on-the-job training without a certificate? Again, the search for the “ideal” candidate is inclusive and all factors should be considered. But, before you hire any support staff, make sure that you understand the differences and distinctions between job titles.

Here’s a 10-step approach to recruiting for the ideal, not perfect, candidate:

Step One
Maximize your resources and seek out legal-related networking channels like bar association meetings, legal networking groups, and of course, general word-of-mouth.

Step Two
Conduct online research through your local or state bar association on current salaries for specific support staff positions. A great online resource is www.bls.gov. Talk to other law office administrators, the career development office at paralegal and legal secretary schools, or employment agencies specializing in legal staffing.

Step Three
Be creative in scheduling by offering flexible hours, 4-day work-weeks and/or externship opportunities to students interested in working in a law office.

Step Four
Consult with human resource/law office managers on how to properly write job descriptions and employee handbooks. A great online resource is www.pihra.org (Professionals in Human Resources Association).

Step Five
Read books or take continuing education courses on law office management.