Paralegal and Legal Assistant Job Description Template

In plain language: States the official job title, FLSA classification (exempt or non-exempt), employment type (full-time, part-time, or contract), and the practice group or department the role sits within.

Common mistake: Using the title 'Paralegal' and 'Legal Assistant' interchangeably in the same posting without defining the distinction. This creates confusion during screening and may attract candidates mismatched to the actual scope.

In plain language: A 3–5 sentence overview of the role's primary purpose, the types of matters supported, and the level of independence expected.

Common mistake: Writing a position summary so generic that it could apply to any administrative role. A specific summary — naming practice area, matter types, and supervision model — filters applicants more effectively.

In plain language: A detailed, prioritized list of the tasks the paralegal is expected to perform day-to-day, from substantive legal work to administrative coordination.

Common mistake: Listing duties without signaling relative priority or time allocation. Candidates cannot self-assess fit when every bullet carries equal weight.

In plain language: The minimum education, experience, and certification a candidate must have to be considered for the role.

Common mistake: Setting experience requirements so high that qualified candidates self-select out. Distinguish genuinely required baseline qualifications from preferred attributes that the firm can train.

In plain language: Credentials and experience that would make a candidate more competitive but are not mandatory — certifications, specialized software, or second-language ability.

Common mistake: Treating preferred qualifications as effectively required during screening, eliminating otherwise strong candidates who lack a certification that can be obtained after hire.

In plain language: Defines the supervision structure, clarifies which tasks require attorney review before delivery to clients or courts, and expressly prohibits the employee from providing independent legal advice.

Common mistake: Omitting the UPL boundary clause entirely. Without explicit scope language, firms face unauthorized practice of law exposure and state bar disciplinary risk if a paralegal oversteps.

In plain language: States the salary range or hourly rate, bonus eligibility, benefits package, and — where applicable — any billable-hour target the paralegal is expected to meet.

Common mistake: Omitting the billable-hour target for revenue-generating paralegal roles. Paralegals hired without clarity on billing expectations frequently underperform on firm profitability metrics.

In plain language: Describes physical work requirements, remote-work eligibility, travel expectations, and any after-hours availability obligations — such as filing deadlines or client emergencies.

Common mistake: Describing the role as fully remote without disclosing that in-person court attendance or client meetings may be required occasionally. This leads to disputes and early attrition.

In plain language: A section where both the hiring manager and the candidate confirm they have read and understood the job description, and that it accurately reflects the role's expectations.

Common mistake: Treating the signature block as optional. A signed job description becomes part of the employment record and is critical evidence in performance management or wrongful termination disputes.

A paralegal and legal assistant job description is a formal document that defines the title, duties, qualifications, reporting structure, compensation, and employment conditions for a legal support professional. It sets mutual expectations between the employer and the employee, is used to attract and screen candidates, and becomes part of the employment record once signed. A well-drafted description also includes an unauthorized practice of law boundary clause to protect the firm from regulatory exposure.

In common usage, a paralegal performs substantive legal work — research, drafting pleadings, managing discovery, cite-checking briefs — under attorney supervision. A legal assistant typically focuses on administrative and procedural support: scheduling, file management, correspondence, and client intake. The distinction matters for compensation, FLSA classification, and scope of permissible tasks. In Ontario, Canada, "Paralegal" is a licensed and regulated profession distinct from a legal assistant.

Yes, in all major jurisdictions paralegals must work under the supervision of a licensed attorney and may not provide independent legal advice or represent clients in proceedings (except in jurisdictions like Ontario, where licensed paralegals can appear in certain courts). The supervising attorney retains professional responsibility for the paralegal's work product. This supervision requirement should be expressly stated in the job description to reduce unauthorized practice of law risk.

A job description is generally not a standalone binding contract, but once signed by both the hiring manager and the employee, it becomes part of the employment record and carries significant evidentiary weight in performance management, disciplinary proceedings, and wrongful termination claims. It should be used alongside — not instead of — a formal employment contract.

At minimum, most firms require an associate's or bachelor's degree in paralegal studies or a related field (or equivalent experience), proficiency in the firm's case management and timekeeping software, and knowledge of the applicable court filing procedures. Preferred qualifications typically include a NALA Certified Paralegal (CP) or NFPA Registered Paralegal (RP) credential and experience in the specific practice area. Required and preferred qualifications should be listed separately to maximize the qualified applicant pool.

Yes — both for legal compliance and practical efficiency. Colorado, New York, California, Washington, and several other US states and Canadian provinces legally require salary range disclosure on job postings. Beyond compliance, postings with a stated salary range generate more qualified applicants and reduce time spent screening candidates whose compensation expectations are misaligned with the role.

Most paralegals are classified as non-exempt under the FLSA and are entitled to overtime pay at 1.5× their regular rate for hours over 40 per week. The learned professional exemption — which covers attorneys — generally does not apply to paralegals because the role does not require a law license. Misclassifying a paralegal as exempt exposes the employer to back-pay liability and penalties. Confirm classification with an employment attorney if the role has hybrid administrative and legal duties.

Unauthorized practice of law (UPL) occurs when a non-licensed individual provides legal advice, drafts legal instruments independently, or represents a client in a legal proceeding. A job description that fails to define the boundary between permissible paralegal tasks and attorney-exclusive functions creates UPL risk for the firm and the individual. Including an explicit UPL clause — stating that all substantive outputs require attorney review before delivery — is one of the most important protective elements in a paralegal job description.

Generally no. While there is overlap in administrative tasks, the substantive legal work performed by a paralegal — research, drafting, discovery management — differs materially from the procedural support of a legal assistant. Using a single undifferentiated description creates mismatched compensation benchmarks, classification uncertainty, and unclear scope expectations. Draft separate descriptions for each role, even if they share a common benefits and reporting structure.