Typical Queries
You can bank on hearing these interview questions at a legal secretary interview. Hiring managers lean on tried and true categories of questions to get the answers they want.
1. Why did you apply for this position?
Hiring managers want to know that you are interested in this particular firm, not just any chance to work as a legal secretary.
2. Do you have any experience in litigation or corporate law?
Hiring managers want to know you’re comfortable with their area of law. If you don’t have experience, you need to give evidence that you are willing and able to learn fast.
3. What computer software programs have you worked with?
Hiring managers want to know if you are already comfortable with the programs they use, such as case management and case calendar programs.
4 . Can you describe your transcription experience — what kinds of documents have you transcribed?
Hiring managers want to know if you can handle all kinds of documents that will be assigned to you. If you don’t have experience, you need to express willingness to do what it takes to learn.
5. Do you have any experience working in a law firm calendar?
Hiring managers want to know if you are already comfortable maintaining a law firm calendar and scheduling hearings and appointments.
6. Have you ever filed documents with federal or state courts?
Hiring managers want to know how familiar you are with the court filing process.
7. Are you comfortable overseeing the database of client information?
Hiring managers want to know if you are comfortable managing and taking care of important client information.
Position-Specific Questions
Potential employers will certainly want to gauge how you will perform on the job at hand, and many of the questions they ask will reflect the specific expectations for a legal secretary versus any other kind of secretary. Beyond the standard queries pertinent to any office job, they may ask about your experience with task-specific technology and whether you are comfortable performing the duties particular to this type of law firm and this specific legal environment. For instance, they might inquire about your ability to manage the large quantity of legal documents that must be organized, created, and edited every day. Specifically, they might ask about your level of experience with time-keeping and billing software; can you and will you be able to keep track of your time in such a way that you can easily create legal bills on a regular basis? Necessary computer programs do not only include those used to manage billing tasks; they may also include programs that manage document review, make revisions to legal documents, track case schedules, and much more. Which of these programs are you familiar with? Additionally, it is important to ask about the tasks you will perform in support of specific attorneys. Will you be making appointments and fielding their calls in addition to handling general office duties such as managing incoming and outgoing correspondence, or will your work be confined specifically to the attorneys you are paired with? Do you know how to take minutes or transcribe tape recorded notes, and will you be able to do so? If you are expected to take on client management tasks, you will obviously need experience handling his/her files, as well as experience organizing and managing that information in conjunction with other relevant information, and managing documents, correspondence, and more in a timely manner.
Behavioral Queries
While technical questions assess your knowledge and skill for the role of Legal Secretary, behavioral questions aim to determine how you might handle certain situations in the workplace based on your past experiences. Here are some of the behavioral questions you may encounter in your interview:
"What would you do if a partner asked you to complete a project for him, but he didn’t leave enough time for you to get it done?"
The goal of this question is to determine if you are assertive and confident enough to ask the partner if he can prioritize what projects are the most critical and where his needs lie. This is where your time management skills come into play. You need to be able to recognize what is important to your boss and manage your time effectively so that things are always prioritized correctly.
"Describe a time that you were able to help a client or attorney resolve a conflict."
In listening to your answer, the firm will gain insight into how you interact with people, as well as your conflict resolution skills. Your response will also reveal your level of empathy and how willing you are to go out of your way to resolve an issue. Additionally, your answer should show how well you can handle a situation and your ability to think on your feet and be a problem solver.
"What would you do if one of the attorneys you support was treating you unprofessionally?"
This question is designed to elicit two things from you: awareness and fortitude. In answering this question, you would begin by describing how this type of behavior makes you feel, followed by your plan to rectify the bad situation. This will show the firm that you recognize when and how you are being treated poorly and that you have the fortitude to stand up for yourself.
"How would you describe your relationship with coworkers?"
This question provides the interviewer with insight into your people skills, as well as your character. Whether you like your coworkers is not the issue; instead, you should focus on how the department functions as a team and what attitudes contribute to that. If you admit that you can’t stand a single person on your team, then the interviewer may not believe you have truly thought about this question. Instead, focus on the various dynamics within the department that make it so successful.
It’s equally important to know what questions you should not ask during the interview. Now that you have some examples of questions they might ask you, think about some questions you might want to ask them to see if they will reveal any red flags. Here are some examples:
"What are some challenges I might face in this position?"
We all have challenges in our jobs, and by bringing them up in the second interview, you may be revealing some unsettling concerns. A good role for a Legal Secretary is challenging in a way that keeps you wanting to grow, but it shouldn’t be so challenging that it is hard to keep your head above water. If they answer that the current workload is intense and 10-hour days are the norm, without a big push of new business, you should continue asking questions.
Technical Queries
Just like every profession has its own set of tools, being a legal secretary comes with the need for familiarity with technology. Most law practices still require their staff to perform the majority of their work on a computer, although many firms now employ case management software that allows for clients’ information to be stored more efficiently. You will also likely encounter different software programs for billing and timekeeping within your role. The questions below are intended to gauge your comfort level with this technology. Many attorneys require their executive assistants or secretaries to type reports and other documents for them , relying on their help with both writing and proofreading. For this reason, applicants for legal secretary positions typically will face questions like the following: Although there may be more flexibility with these types of questions than there would be with a traditional formal assessment, they are still likely to require a demonstration of your skills in order to fully convince the interviewer of your proficiency when it comes to technical abilities. In many cases, this takes place in a sort of resistance session, where you are asked to audit an existing document for typos, formatting issues, and other errors.
Inquiries for the Interviewer
It is equally important for candidates to ask the interviewer questions. For one thing, it shows that you are engaged and interested in the position for which you are interviewing. It tells them that you have professional curiosity. But also, it provides you with the opportunity to characterize whether this is a position in which you will thrive and feel comfortable and if it works with your long term career goals.
Here are some questions that I recommend:
The key is to not just go through the motions and list off a string of questions. You want this to sound like a conversation where you are exploring this potential job opportunity so that you can get on the same page about expectations. It’s a great indicator to the employer about your interest, professionalism, and communication skills.
Preparing for Various Interview Styles
To really ace their legal secretary interview, candidates have to be prepared for different interview formats.
Phone Interviews
More and more hiring managers are skipping the in-person meetings and opting for phone interviews as 1st round or 2nd round interviews—in some cases, even interviews with the managing partner. We think this trend is short-sighted and they should always discuss an open position in person and in living color, but there it is.
This format is most often used when the legal secretary has applied from out of town or when the interview will be very short notice, for example, the day of the interview. But it can still be conducted even on a scheduled interview. This can be a way for an interviewer to see how you sound on the phone. Are you articulate? Do you "um" and "ah" a lot? Can you describe your experience succinctly?
This can be a double-edged sword. Some people feel more confident over the phone with a sloppy interviewer and so do well at the phone interview only to bomb the in-person interview. But if you’re well qualified and do a great job of selling yourself, you will be back in person and the job is yours.
Video Interviews
This technology has been around for a while. Candidates have to be prepared for this just like the telephone interview , but also be ready for the technical glitches. Check your computer for both bugs and a working microphone. Make sure the firewall allows the connection and that the webcam works. Make sure there’s nothing embarrassing behind you! Sound is important as well as the picture. Best to wear a headset and practice driving the technology if possible.
Keep your answers brief in an online interview and have your resume and the job description in front of you. Make notes but don’t be typing while the interviewer is talking!
You would love to be there, in person, making a strong impression. You’ll have a much better idea of whether or not you want to work there after the in-person interview. Don’t dismiss it!
In-Person Interviews
If you get to meet face-to-face, believe us, the interviewer already likes you—which is half the battle. So, this is a no-lose situation. You will figure out rather quickly if the firm is somewhere you will want to work.
The best bleeder in the room is a few high-priced lawyers at the interview. Give it your best shot but don’t worry about not getting the job. There are plenty of firms out there who are looking to hire you.
Good luck!
Leave a Reply