MARASIGAN INSTITUTE OF SCIENCE AND TECH

Legal Office Procedure

Module 2

Administrative Duties and Responsibilities

1. Takes dictation by machine or shorthand and transcribe the same accurately;

2. Types correspondence, reports, memos, etc.
3. Performs accounting functions;
4. Maintain files/records
5. Places and answers telephone calls;
6. Serve as receptionist;
7. Handles appointment;
8. Arranges travels and meetings; and
9. Operates a magnetic card or other word processing machine in preparing
case histories, reports, briefs specifications and correspondence.

Basic skills and abilities requirements

As a legal secretary, she must have or must acquire certain basic skills and a
great deal of knowledge about how she performs the many and varied duties.
1. Proficient in the use of office equipment such as computers, copier machine,
fax machine, Dictaphone, stenograph machine and work related
software/tools
2. Writing skills. Writing is an integral of the legal secretary’s job.
3. Skills in communication (Oral and Written English Proficiency)
4. Spelling Proficiency (written format and punctuation)
5. Accurately perform basic mathematical calculations (i.e. addition,
subtraction, multiplication and division)
6. Strong organizational abilities with an eye for detail and effective time
management.
7. Interpersonal skills. Legal secretaries interact daily with attorneys,
paralegals, staff, clients opposing counsel, judicial personnel, vendors and
other third parties. Therefore, top-notch interpersonal and communication
skills are essential.
8. Methodical use of notes.
9. Shorthand and transcription skills. Transcription skills are foundational to
secretarial practice. In addition to a fast typing speed, keen listening skills
are required to comprehend voice dictation files.
10. Research skills. Legal secretaries perform internet research for a multitude
of task such as finding directions, gathering client information, researching
the competition and locating expert witnesses, many legal secretaries
particularly those in small law offices, also perform paralegal duties,
 including legal research, cite checking and tracking down case law. Learning
legal research platforms can give you a competitive edge.
11. Multi-tasking skills. Most legal secretaries work for more than person on
more than one file. Simultaneously performing multiple task is second-
nature to a competent legal secretary. They know how to juggle multiple
assignments and competing priorities and how to manage growing workloads
in today’s busy law office where one person frequently performs the job of
three.

Specialized knowledge

Once you start working, you should become familiar with the structure of the
rules of the courts with which you will be dealing and must acquire an understanding of
legal terminologies.
1. Prepares client’s fee and disbursement statements.
2. Types a variety of legal documents, such as subpoenas, motions and briefs, in
additional standard office correspondence.
3. Maintains files, logs and/or indexes recording pleas, trial convictions,
acquittals, sentences and other legal documents.
4. Performs various support tasks for attorneys including maintaining
appointments, arranging, answering routing requests for information,
maintaining lists of assignments and status reports of cases, and obtaining
reference books;
5. Helps attorneys conduct research and compile documents for litigation
cases.
6. Assist the attorney in any other ways, just as any personal secretary assists
her boss.
7. Understand and follow complex oral and written instructions; and
8. performs a variety of specialized secretarial and administrative support
functions for one or more attorneys or judges; and performs other work as
required.

TELEPHONE TECHNIQUES

Presenting a professional image, both, in person and over the telephone, is very
important in the office. Taking care of your customers over the telephone and making
them feel well informed and appreciated is essential. Whether you are the front office
receptionist or a legal secretary, the following phone tips should always be followed.

1. Speak Clearly. A picture paints a thousand words but the caller on the other
end of the phone can only hear you. They cannot see your face or body
language. Therefore, taking the time to speak clearly, slowly and in a
cheerful, professional voice is very important.
2. Use your normal tone of voice when answering a call. If you have a tendency
to speak loud or shout, avoid doing so on the telephone.
3. Do not eat or drink while you are on telephone duty. Only eat or drink
during your coffee break or lunch break.
4. Do not use slang words or poor language. Respond clearly with “yes” or
“no” when speaking. Never use swear words.
5. Address the caller properly by his or her title. (Good morning Mr. Brown,
Good afternoon Ms. Sanders). Never address an unfamiliar caller by his or
her first name.
6. Listen to the caller and what they have to say. The ability to listen is a
problem in general but it is very important to what the caller has to say. It is
always a good habit to repeat the information back to the client when you
are taking a message. Verify that you have heard and transcribed the
message accurately.
7. Be patient and helpful. If a caller is irate or upset, listen to what they have
to say and then refer them to the appropriate resource. Never snap back or
act rude to the caller.
8. Be warm, friendly and consistent.
9. Always ask if you can put the caller on hold.
10. Always focus on the call.
11. Let the caller hang up you first.
Basic Skills and Abilities Requirements

As a legal secretary, she must have or must acquire certain basic skills and a great deal of knowledge
about how she performs the many and varied duties.

1. Proficient in the use of office equipment such as computers, copier machine, Fax Machine,
Dictaphone, stenograph machine and work related software/tools.

2. Writing skills. Writing is an integral of the legal secretary's job.

3. Skills in Communication (Oral and Written English Proficiency)

4. Spelling Proficiency (written format and punctuation)

5. Accurately perform basic mathematical calculations (i.e. addition, subtraction, multiplication and
division)

6. Strong organizational abilities with an eye for detail and effective time management.

7. Interpersonal skills. Legal secretaries interact daily with attorneys, paralegals, staff, clients, opposing
counsel, judicial personnel, vendors and other third- parties. Therefore, top-notch interpersonal and
communication skills are essential.

8. Methodical use of notes.

9. Shorthand and Transcription Skills. Transcription skills are foundational to secretarial practice. In
addition to a fast typing speed, keen listening skills are required to comprehend voice dictation files.

10. Research Skills. Legal secretaries perform Internet research for a multitude of tasks such as finding
directions, gathering client information, researching the competition and locating expert witnesses.
Many legal secretaries, particularly those in small law offices, also perform paralegal duties, including
legal research, cite checking and tracking down case law. Learning legal research platforms can give you
a competitive edge.

11. Multi-Tasking skills. Most legal secretaries work for more than one person on more than one file.
Simultaneously performing multiple tasks is second- nature to a competent legal secretary. They know
how to juggle multiple assignments and competing priorities and how to manage growing workloads in
today's busy law office where one person frequently performs the job of three.

Specialized Knowledge

Once you start working, you should become familiar with the structure of the rules of the courts with
which you will be dealing and must acquire an understanding of legal terminologies.

1. Prepares client's fee and disbursement statements.

2. Types a variety of legal documents, such as subpoenas, motions and briefs, in addition to standard
office correspondence.

3. Maintains files, logs and/or indexes recording pleas, trial convictions, acquittals, sentences and other
legal documents.

4. Performs various support tasks for attorneys, including maintaining appointments, arranging
meetings, making travel arrangements, answering routine requests for information, maintaining lists of
assignments and status report of cases, and obtaining reference books;

5. Helps attorneys conduct research and compile documents for litigation cases.

6. Assist the attorney in any other ways, just as any personal secretary assists her boss.

7. Understand and follow complex oral and written instructions; and

8. Performs a variety of specialized secretarial and administrative support functions for one or more
attorneys or judges; and performs other work as required.

TELEPHONE TECHNIQUES

Telephone Etiquette

Presenting a professional image, both in person and over the telephone, is very important in the office.
Taking care of your customers over the telephone and making them feel well informed and appreciated
is essential. Whether you are the front office receptionist or a legal secretary, the following phone tips
should always be followed.
1. Speak Clearly. A picture paints a thousand words but the caller on the other end of the phone can
only hear you. They cannot see your face or body language. Therefore, taking the time to speak clearly,
slowly and in a cheerful, professional voice is very important.

2. Use your normal tone of voice when answering a call. If you have a tendency to speak loud or shout,
avoid doing so on the telephone.

3. Do not eat or drink while you are on telephone duty. Only eat or drink during your coffee break or
lunch break.

4. Do not use slang words or Poor Language. Respond clearly with "yes" or "no" when speaking. Never
use swear words.

5. Address the Caller properly by his or her title. (i.e. Good morning Mr. Brown, Good afternoon Ms.
Sanders). Never address an unfamiliar caller by his or her first name.

6. Listen to the Caller and what they have to say. The ability to listen is a problem in general but it is
very important to listen to what the caller has to say. It is always a good habit to repeat the information
back to the client when you are taking a message. Verify that you have heard and transcribed the
message accurately.

7. Be patient and helpful. If a caller is irate or upset, listen to what they have to say and then refer them
to the appropriate resource. Never snap back or act rude to the caller.

8. Be warm, friendly and consistent.

9. Always ask if you can put the caller on hold. If you are responsible for answering multiple calls at
once, always ask the caller politely if you may put them on hold. Remember that the caller could have
already waited several minutes before getting connected to you and may not take lightly to being put on
hold. Never leave the person on hold for more than a few seconds or they may become upset and hang
up.

10. Always focus on the call. Try not to get distracted by people around you. If someone tries to
interrupt you while you are on a call, politely remind them that you are on a customer call and that you
will be with them as soon as you are finished

11. Let the caller hang up first.

Telephone Message

Whether someone calls in person or through telephone, adequate care must be taken for the attorney.
A complete or printed telephone message indicating who called, subject of the call, telephone numbers,
message, and name of the company. Type the notice on a memorandum form and put on attorney's
desk and later place in a client's file.

Steps in Handling Incoming Calls

1. Answer the calls promptly. Incoming calls should be answered by the second ring.
2. Always identify yourself properly. If you are the first person to answer the call, you should identify the
name of the firm you represent, and your name.

"J & J Law Office, good afternoon, this is Miss Santos speaking?"

3. Screen the caller tactfully.

4. Offer to help the caller.

5. Terminate the calls courteously.

Making Calls

While it may be more convenient to contact someone by using more modern technology, such as email
or text messaging, the telephone is still a more personal means of communication. Although the other
party can't see your face, your voice can still convey a sense of professionalism and authority. To help
you make the most effective business call possible, following a few basic steps can be of help:

1. Prepare. Take a moment to prepare before you pick up the phone. Write down the key points you
need to cover during the conversation, as well as any questions you need to ask. This will also serve as
an outline to help guide you through the call while maintaining control of the conversation. If possible,
be close to a computer with internet connection so that you can access your company's website or
locate information quickly.

2. Identify Yourself. Always identify yourself properly. When calling a client or customer, whether in
person or when leaving a message, always identify yourself properly by providing your name, company
name and contact telephone number.

Example, "Good afternoon Mr. Corpus, this is Ms. Brown from Santos Law Office. My telephone number
is 408-555-1212." Always be aware of confidential information when leaving messages. Also, be aware
of people around you while talking on the phone. Be discreet! Someone next to you might overhear
confidential information that could negatively affect your business.

3. Identify Purpose. You can exchange pleasantries, such as a brief, "How are you today?," but don't get
involved in an extended conversation about sports or the weather, as this can serve as a distraction
from the purpose of your call. State the purpose politely and directly.

4. Review Call. Before hanging up, review what was accomplished during the call with the other party
and be sure you both agree on what should happen next. If additional communication is required, set up
a specific day and time for a follow-up phone call or other method of communication such as email.

Information Needed in your Personal Telephone Directory

1. Telephone number of the courts which the firm deals with.

2. Offices.

3. The SSS # of the attorney and other information needed to complete forms for him.

4. The local directory information and long distance directory.

Activity #2

1.How are you going to prepare yourself as an office legal secretary?

2. What do you think what makes a successful legal secretary?

3. What are the phone skills of a secretary?

4. what one trait is essential or all successful legal secretary?

5. what specialized knowledge is required to be able to function effectively as legal secretary?