Legal Administrative Specialist

Job Description Summary

An individual contributor with specialized skills in legal administrative support, responsible for coordinating documentation and administrative processes for legal matters. This role supports legal teams by managing matter intake, organizing records, maintaining systems, and ensuring accuracy and consistency of legal documentation and data.

Job Description

Responsibilities:

• Coordinate the intake, setup, and maintenance of legal matters within matter and/or document management systems, ensuring accuracy, completeness, and adherence to established procedures.
• Review submitted information for completeness and accuracy; follow up with internal stakeholders to clarify or obtain missing details.
• Assign matter identifiers, categorize matter types, and apply appropriate coding and classification standards.
• Organize and maintain legal documents and files, including creating folder structures, indexing, and applying consistent naming conventions.
• Examine and process electronic and physical documents to ensure proper classification, coding, and storage in accordance with departmental procedures.
• Support document lifecycle activities, including scanning, OCR processing, filing, retrieval, and disposition of records.
• Maintain and update data in departmental systems, ensuring data integrity and consistency across records.
• Receive, identify, and distribute documentation to appropriate internal contacts in a timely manner.
• Perform and provide support with audits and quality checks of records and databases to ensure compliance with internal standards and records retention policies.
• Prepare routine correspondence, reports, and meeting materials for review by legal team members.
• May schedule meetings, coordinate logistics, and support administrative activities for the legal team.
• Track status of assigned work and communicate updates to supervisors or team members as appropriate.
• Assist with special projects and complete multi-step assignments using established procedures and guidelines.
• Utilize standard office equipment and software (e.g., Microsoft Office, legal matter management system, document management systems) to support administrative and documentation processes.

Skills:

• Understands legal terminology, legal matter types and litigation procedures, in order to describe, search for, retrieve, organize and index legal documents.
• Ability to plan, organize, and prioritize multiple administrative and documentation tasks to meet deadlines.
• Strong attention to detail and accuracy in data entry, document handling, and records management.
• Proficiency in standard office software and ability to effectively use document and matter management systems.
• Ability to follow established procedures and apply consistent standards to documentation and data.
• Strong organizational skills to manage files, records, and information in a structured environment.
• Effective written and verbal communication skills for coordination with internal stakeholders.
• Ability to handle sensitive and confidential information with discretion.
• Problem-solving skills to identify discrepancies and ensure data and document accuracy.

Education

High School (HS)

Work Experience

General Experience - 7 to 12 months

Certifications

Travel

Workstyle

Hybrid

The total compensation for this position includes base salary or wages, and may include components such as additional compensation (cash or equity), discretionary bonuses, or commissions. This position is eligible for a benefits package that may include medical, dental, and vision; life insurance; critical illness insurance and accident insurance; disability benefits; retirement savings; paid time off (including vacation, holidays, and sick leave); and parental leave.  Eligibility for benefits and specific offerings may vary based on position and employment status. To view more details of the benefits offered, visit Myrjbenefits.com.

At Raymond James our associates use five guiding behaviors (Develop, Collaborate, Decide, Deliver, Improve) to deliver on the firm's core values of client-first, integrity, independence and a conservative, long-term view. We expect our associates at all levels to:

 Grow professionally and inspire others to do the sameWork with and through others to achieve desired outcomes

 Make prompt, pragmatic choices and act with the client in mindTake ownership and hold themselves and others accountable for delivering results that matter

 Contribute to the continuous evolution of the firm

At Raymond James – as part of our people-first culture, we honor, value, and respect the uniqueness, experiences, and backgrounds of all of our Associates.  

When associates bring their best authentic selves, our organization, clients, and communities thrive. The Company is an equal opportunity employer and makes all employment decisions on the basis of merit and business needs.