Chapter 16 Working in a Legal Office

1. Chapter 16Working in a Legal Office

2. Working in a Legal Office Introduction to the Legal Office Legal Secretarial or Assistant Careers Frequently Processed Documents Document Preparation

3. Introduction to the Legal Office Attorneys hire office professionals in several capacities Receptionist Legal secretary Paralegal (legal assistant) Librarian Researcher Transcriber Financial and records control

4. Legal Secretarial/Assistant Careers Training and qualifications Types of certificates Certificate resources Secretarial openings and changes in work environment

5. Training and Qualifications High school diploma plus some college Good interpersonal skills Confidentiality required Skilled in Keyboarding (punctuation, capitalization, editing and proofreading), electronic equipment, Internet research

6. Training and Qualifications(continued) Types of Certificates International Association of Administrative Professionals National Association of Legal Secretaries Certified Professional Secretary Certified Administrative Professional Certified Legal Secretary Specialist

7. Training and Qualifications(continued) Certificate Resources For CPS or CAP http://www.iaap-hq.org For CLSS http://www.legalsecretaries.org For ALA and PLS http://www.nals.org

8. Secretarial Openings and Changes in the Work Environment Slight increase in available openings Lawyers may do own administrative work instead of using secretary Paralegal assuming more secretarial duties Having computer literacy is a must!

9. Frequently Processed Documents Contracts Bankruptcies Wills Petitions Affidavits Power of Attorney

10. Contracts Binding agreement Date and place of agreement Names of parties Duties of parties Statement of consideration for contract Time involved Signature of parties Must be legal

11. Bankruptcy Legal process that allows debtor to have assets converted into cash to be distributed among creditors after which debtor is given discharge from all debts

12. Bankruptcy(continued) Five Types Chapter 7 – liquidation Chapter 9 – municipalities Chapter 11 – business organization Chapter 12 – family farmers Chapter 13 – adjustment of debts of individuals Document must show accurate name, address, date and dollar amounts

13. Wills An instrument that a person uses to dispose of property upon death Verified for accuracy Signed in presence of witnesses Varied requirements in some states Living Will Document used to allow a person to die a natural death without artificial means used to keep person alive

14. Wills (continued) Durable Power of Attorney Authorizes another person to act on someone’s behalf when he or she becomes incapacitated Codicil Changes in existing will Signed and witnessed

15. Petitions Contains formal request for some action or request for something to be done or not done Explanation of why request is being made Reasons listed in order of importance

16. Affidavits Written statement sworn to under oath that facts are true according to person’s belief, information, and knowledge Made under oath to judge, notary public, or other public officer

17. Power of Attorney Document that authorizes someone to act for another For a specific time or indefinite time period For a special purpose Can be revoked (rescind or call back)

18. Document Preparation Paper Font Type Number of Copies Format Citations Stapling and Folding Page Numbers

19. Document Preparation (continued) Dates Number treatment Names and signatures Seals Proofreading Information for the documents

20. Paper Traditionally called legal cap White, either 8 ½ by 11 or 8 ½ x 13 or 14 Regular white bond usually used in most courts Traditional paper (legal cap) has ruled left and right margins Determine requirements court Federal courts now require 8 ½ x 11

21. Font Type Times Roman 12 point Consult office staff or attorney for type font and size to use for documents you prepare Don’t use italic or script except for special wording

22. Number of Copies Multiple copies—for every party involved and attorney File copy made for law firm’s files All copies properly signed, witnessed, filed, and distributed as necessary

23. Format If using ruled paper, margins are defined Otherwise, left margin is 1 ½ inches and a ½ inch right margin Top margin is two inches on first page and 1 ½ inches on succeeding pages Bottom margin is one inch Double-spaced

24. Citations How courts specify manner in which court cases are to be referenced or cited in legal documents

25. Stapling and Folding Stapled on top of a legal back (a protective back) Avoid removing document from back after it has been stapled–could void Fold in fourths so wording on backing is visible on outside fold Verify with attorney information to appear on legal back

26. Page Numbers Drafts should be numbered and labeled as requested or required by attorney Always number first and last page of document Follow attorney’s wishes if he or she gives you other directions

27. Dates Date every legal document Verify date format with office Some are keyed in word, some are keyed in numbers

28. Number Treatment Documents referencing money or time periods are usually written in words and numbers Verify office’s preference

29. Names and Signatures Key individual’s name like he or she usually uses name If you don’t know–use legal name Verify with attorney how name should be keyed Use what client legally wants used

30. Seals Some documents have seals placed on them and some require only initials L.S. (meaning in place of seal) Placed at end of line where parties to the document sign their names

31. Proofreading Always your responsibility Must be very skilled in proofing Be able to identify errors Accuracy of all names, dates, places, dollars, specifications, or other information that appears in document Can use partner to help Can cost client or firm a lawsuit

32. Information for the Document May get from seasoned assistant He or she will mentor you to help you learn May assign all or part of work for you to complete–under their supervision May get directly from attorney Dictated directly, or Dictate into machine or computer