Paralegal Job Description Guide: Duties & Template

If you’re hiring or exploring this career, this paralegal job description covers duties, requirements, pay, and a copy/paste template. Below you’ll find what paralegals do day to day, where the role’s ethical boundaries are, the tools they use, salary/outlook data, and how to qualify and advance.

What Is a Paralegal? (One‑Paragraph Definition)

A paralegal is a trained legal professional who supports attorneys by conducting research, drafting documents, managing cases, and coordinating clients and discovery, all under a lawyer’s supervision. A paralegal job description outlines core responsibilities, required skills, education/certifications, work setting expectations, and ethical boundaries (no legal advice or representation). In short, paralegals perform substantive legal work that boosts efficiency while staying within clear ethical limits.

Core Paralegal Responsibilities

If you’re wondering what a paralegal does, start with the core work most employers expect. In most settings, top paralegal duties and responsibilities include:

• Legal research and cite-checking, plus fact investigation and records retrieval
• Drafting pleadings, discovery, correspondence, and transaction documents
• Managing case files, evidence, and document production
• Calendar and deadline control; e-filing and service of documents
• Client intake, updates, and witness coordination
• Trial/hearing prep: exhibits, binders, logistics, and technology
• Timekeeping, billing support, and task tracking

Legal research and fact investigation

Paralegals locate and synthesize law and facts to support attorney strategies. Typical tasks include using Westlaw or LexisNexis, cite-checking, and compiling case, statute, and regulation summaries.

They also pull medical, employment, corporate, or property records. They interview clients and witnesses to clarify timelines. Effective research shortens attorney review time and reduces rework.

Drafting and organizing legal documents

Under attorney direction, paralegals draft pleadings, discovery requests/responses, motions, memoranda, contracts, corporate forms, and closing binders. They apply templates, check local rules, and ensure exhibits, signatures, and service information are complete.

Clean first drafts and organized files translate into faster attorney edits and fewer court rejections.

Case and trial preparation support

Paralegals manage discovery, eDiscovery workflows, and trial readiness. Tasks include issue coding, Bates stamping, exhibit lists, deposition summaries, and coordinating vendors and war-room logistics.

In court, they manage exhibits and technology and track testimony for immediate attorney use. Good prep keeps matters on schedule and avoids last‑minute surprises.

Client communication and intake

Paralegals handle intake forms, conflict checks, engagement letters, and routine status updates. They gather documents, schedule meetings, and memorialize conversations in the case file while protecting confidentiality and privilege.

Clear, timely communication increases client satisfaction and frees attorney time for strategy.

Calendar, filings, and case management

Precision with deadlines is nonnegotiable. Paralegals docket statutes of limitation, discovery cutoffs, and hearing dates. They prepare and e-file through CM/ECF or state portals and maintain matter records in case management systems.

Reliable systems and meticulous checks reduce risk, delays, and costs.

Role Boundaries and Ethics

If you’re new to the field or hiring for it, know exactly where the role begins and ends. Paralegals are indispensable legal team members—but they must operate under attorney supervision and cannot practice law.

Clear boundaries protect clients and firms and should be explicit in every paralegal job description.

What paralegals can and cannot do

• Can do: research, draft documents, gather facts, coordinate discovery, communicate scheduling/logistics, and prepare exhibits—always under attorney review.
• Cannot do (in every state): give legal advice, represent clients in court, set legal fees, sign pleadings, accept or reject representation, or hold themselves out as attorneys.
• Varies by jurisdiction: signing routine correspondence, appearing at administrative hearings, and notarization/witnessing rules. Always follow state bar guidance and firm policy. The American Bar Association and state bars provide detailed ethics opinions.

Billing practices and confidentiality

Paralegal time may be billed to clients at a lower rate than attorneys when performing substantive legal work. Purely clerical tasks are typically not billable. Accurate time entries (task-based, with matter numbers) support compliance and revenue integrity.

Paralegals share attorneys’ confidentiality and privilege duties. Secure handling of client data and conflicts procedures is mandatory.

Paralegal Requirements and Qualifications

If you’re crafting a job post or planning your path, align on education, credentials, and core skills. Employers vary by practice area and market, but themes are consistent. State rules and firm policies may also define minimum qualifications.

Education pathways (certificate, associate, bachelor’s; ABA-approved context)

Common pathways include:

• Certificate in paralegal studies (post‑baccalaureate or post‑associate)
• Associate degree in paralegal studies
• Bachelor’s degree (any major) plus a paralegal certificate

ABA‑approved programs signal rigor in curriculum and ethics, but the ABA does not certify individuals. Some employers strongly prefer a degree/certificate. Others will consider equivalent legal experience for an entry-level paralegal job description. Match your posting to the role’s complexity and local talent supply.

Certifications (NALA, NFPA; PACE/PCCE) and continuing education

While not universally required, certifications boost credibility and pay potential:

• NALA: Certified Paralegal (CP) and Advanced Certified Paralegal (ACP)
• NFPA: Paralegal CORE Competency Exam (PCCE) leading to CRP; Paralegal Advanced Competency Exam (PACE) leading to RP

Many employers reimburse for exam fees and require annual CLE. Check state rules—some states protect the “paralegal” title or recognize specific credentials.

Core skills and competencies

• Legal research, analysis, and writing
• Organization, time management, and deadline control
• Document drafting and proofreading with attention to detail
• Communication and client service under privilege
• Technology fluency (research, eDiscovery, case/document management)
• Professional ethics, judgment, and teamwork
• Problem-solving and process improvement mindset

Paralegal Salary and Job Outlook

If compensation and stability matter (they do), here’s the current picture based on U.S. Bureau of Labor Statistics data and market norms. The BLS reports the median annual wage for paralegals and legal assistants at around $60,000 (May 2023). Employment is projected to grow about 4% from 2022–2032—about as fast as average.

Big‑city law firms and in‑house roles often pay above median, while smaller markets may pay less. Use local salary surveys and firm size to benchmark offers.

What affects pay (setting, geography, specialization, certifications)

• Setting: AmLaw firms and regulated industries (finance, healthcare, tech) pay more than small general practice firms.
• Geography: Major metros (NYC, DC, SF) command higher salaries and bill rates.
• Specialization: Litigation eDiscovery, corporate/securities, IP, and compliance roles often pay premiums.
• Credentials: NALA/NFPA certifications and an ABA‑approved education can add leverage; experience with specific tools (Relativity, Ironclad) also moves the needle.

Tools and Technology Paralegals Use

Modern paralegals are tech-forward. Employers increasingly list platforms alongside duties to filter for job-ready candidates and to set expectations for remote/hybrid work.

Including your tech stack in a paralegal job description helps attract candidates who can contribute on day one.

Research platforms (Westlaw, LexisNexis) and document tools

• Legal research: Westlaw, LexisNexis, Bloomberg Law; state and agency databases
• Drafting/formatting: Microsoft 365, Word styles, Excel trackers, PowerPoint trial decks
• PDFs and forms: Adobe Acrobat Pro, court form generators; e‑signature tools (DocuSign)
• Document management: iManage, NetDocuments; version control and metadata hygiene

Case management and eDiscovery (Clio, MyCase, Relativity)

• Case/matter management: Clio, MyCase, PracticePanther, Litify; tasking and calendaring
• eDiscovery: Relativity, Everlaw, Logikcull; legal holds, processing, review, productions
• E‑filing and service: CM/ECF, state eFile portals, OneLegal
• Time and billing: TimeSolv, Aderant, Elite; matter codes (UTBMS) and narratives

Where Paralegals Work

Different settings shape paralegal responsibilities, pace, and KPIs. Align your job description to the environment to set accurate expectations.

These contexts drive priorities, collaboration, and the metrics used to measure success.

Law firms (litigation and transactional)

Litigation paralegals manage discovery, eDiscovery, depositions, and trial prep. Transactional paralegals support deal checklists, closings, corporate filings, and due diligence.

Firm life is deadline-heavy, with billable-hour targets and periodic surges (trial weeks, deal closes).

In-house corporate legal departments

Focus leans toward contracts, entity management, compliance, and governance. Expect contract intake/triage, template updates, board minute books, regulatory tracking, and cross‑functional coordination with finance, HR, and procurement.

Metrics emphasize turnaround times and business enablement over billables.

Government and public interest

Duties can include high‑volume case support, administrative hearing prep, public records, and grant or policy documentation. Pay may be lower than big-firm roles, but hours are more predictable and mission-driven.

Roles emphasize service, procedure, and consistent throughput.

Paralegal vs. Legal Assistant (and Legal Secretary): What’s the Difference?

Titles vary by employer, but differences matter in job descriptions:

• Paralegal: Substantive legal work under attorney supervision (research, drafting, discovery, case management); typically requires legal education/certification.
• Legal assistant: Often hybrid admin plus basic legal support (scheduling, filing, forms); may overlap in small firms.
• Legal secretary: Primarily clerical/administrative (document formatting, dictation, correspondence, calendaring). Clarify scope and title to attract the right candidates.

Day in the Life and Work Conditions

If you want a realistic preview, think structured routines punctuated by deadline spikes. Routine weeks involve research, drafting, client updates, and docket checks.

Trial prep weeks add late nights and tight turnarounds. Plan for steady workflows with periodic peaks tied to court, deal, or regulatory calendars.

Typical schedule, deadlines, and KPIs

• Schedule: Commonly 8:30 a.m.–5:30 p.m. with flexibility for filings, closings, or trial; overtime during peaks is typical in litigation.
• KPIs: Billable hours (often 1,200–1,600/year in firms), on‑time filings, discovery response cycle time, contract turnaround, docket accuracy, and client/internal satisfaction.
• Remote/hybrid: Common for research, drafting, and contract work; in‑office presence may be required for mail, signatures, trial prep, and court runs.

Practice-Area Variations: Mini Job Descriptions

Short, role-specific snapshots help you tailor postings and resumes to what the team actually needs. Use these mini descriptions to clarify scope in job ads and to align your resume keywords with employer expectations.

Litigation Paralegal

• Manage discovery and eDiscovery databases; issue coding and privilege logs
• Draft and respond to discovery; summarize depositions and medicals
• Prepare exhibit lists, witness kits, and trial binders; courtroom tech support
• Coordinate subpoenas, service, and calendaring; liaise with court clerks

Corporate/In-House Paralegal

• Intake, draft, and negotiate routine contracts using playbooks
• Maintain entity records, foreign qualifications, and annual reports
• Support board governance: agendas, minutes, resolutions
• Track compliance calendars; assist with policies and trainings

Real Estate, Family, Criminal, IP, Immigration

• Real Estate: Title/survey review, closings, escrow coordination, recordings
• Family: Intake, financial affidavits, discovery, mediation/hearing prep
• Criminal: Discovery management, subpoena records, mitigation packets, hearing logistics
• IP: Trademark/copyright filings, docket maintenance, office actions, chain-of-title
• Immigration: Petitions (e.g., H‑1B, I‑130/I‑485), RFE packages, consular processing

Paralegal Job Description Template (Copy/Paste)

Use this ready-to-post template, then tailor for practice area and seniority. Include your tech stack, supervision structure, and metrics to set expectations.

Responsibilities (bullet list)

• Conduct legal research; compile case law, statutes, and regulatory summaries
• Draft pleadings, discovery, motions, correspondence, and/or contracts for attorney review
• Manage case/matter files, discovery, and document productions; maintain accurate indices
• Docket and track deadlines; prepare and e‑file documents in state/federal systems
• Coordinate client intake, interviews, and routine status communications
• Prepare exhibits, binders, and logistics for hearings, depositions, closings, and trials
• Liaise with courts, agencies, vendors, and opposing counsel; arrange service/subpoenas
• Maintain confidentiality and privilege; follow firm policies and ethical rules
• Record time entries and assist with billing, budgets, and matter reporting
• Use legal tech (e.g., Westlaw/Lexis, Relativity, Clio/MyCase, Adobe Acrobat) to streamline work

Requirements (education, skills, certifications)

• Certificate or degree in paralegal studies (ABA‑approved program preferred) or equivalent experience
• 1–3 years’ experience for entry-level; 4–7+ for mid/senior roles (adjust as needed)
• Strong legal research and writing; meticulous proofreading and attention to detail
• Proficiency with Microsoft 365, PDFs, and relevant legal platforms (list your stack)
• Excellent organization, deadline management, and communication skills
• Demonstrated ethics and discretion handling confidential information
• NALA CP/ACP or NFPA CRP/RP preferred (or willingness to obtain within 12–18 months)

Work conditions and benefits (optional)

• Full-time; hybrid/remote eligibility based on team and court schedules
• Periodic overtime during trial, closings, or peak cycles; compensatory time or OT pay as applicable
• Benefits: medical/dental/vision, retirement plan, PTO, exam/CLE reimbursement, tech stipend

How to Qualify and Advance

If you’re starting out, build foundational skills, then specialize for leverage. Pair formal education with hands-on experience and targeted certifications.

Entry-level pathways and internships

1. Complete an ABA‑approved paralegal certificate or relevant associate/bachelor’s program.
2. Secure internships or clinic/externship hours to gain hands‑on experience and references.
3. Learn the local rules and e‑filing systems; build a research/writing sample set.
4. Target an entry-level paralegal job description aligned with your interests (litigation, corporate, IP).
5. Prepare an ATS-friendly resume with tool stack, keywords, and measurable outcomes.

Advancement: senior/lead paralegal and specialization

1. Earn NALA CP (then ACP) or NFPA CRP/RP; add eDiscovery or contract lifecycle credentials as relevant.
2. Specialize (e.g., litigation eDiscovery, M&A, compliance, trademarks) and own complex workflows.
3. Mentor juniors, improve processes, and manage vendors—hallmarks of senior/lead paralegals.
4. Consider management (paralegal supervisor) or adjacent roles (compliance analyst, legal operations).

FAQs

• What are the must-have elements of a paralegal job description for employers?
  Include scope summary, 6–10 core responsibilities, required/preferred qualifications, tool stack, supervision structure, work setting (on-site/hybrid), metrics (billables/turnaround), and ethics language (no legal advice; under attorney supervision).
• Which tasks are off-limits for paralegals in every state, and which vary by jurisdiction?
  Always off-limits: legal advice, fee setting, court representation, signing pleadings, accepting clients. Varies: administrative hearing appearances, signing certain correspondence, and notarial acts—check state rules and firm policy.
• Do employers typically require NALA or NFPA certification for paralegal roles?
  Not universally. Many postings list CP/ACP or CRP/RP as preferred, not required—though some corporate and government roles make them required or offer pay differentials.
• Is a degree required to be a paralegal, or will a certificate and experience suffice?
  Many employers accept a certificate plus experience; others prefer an associate or bachelor’s. ABA‑approved education is a strong signal, regardless of degree level.
• What tools and software should a modern paralegal be proficient in (by practice area)?
  Litigation: Relativity/Everlaw, CM/ECF, Westlaw/Lexis, Adobe Acrobat. Corporate: CLM tools (e.g., Ironclad), entity management, e‑signature, Excel. IP: IP docketing and USPTO systems. Real estate: closing platforms and recording portals.
• How do paralegal duties differ between litigation, corporate, and real estate roles?
  Litigation centers on discovery and trial prep; corporate focuses on contracts, entities, and governance; real estate revolves around title, escrow, closings, and recordings.
• What KPIs or performance metrics do paralegals commonly have?
  Billable hours (often 1,200–1,600/year in firms), on‑time filings, docket accuracy, discovery/contract turnaround times, cost control, and internal/client satisfaction.
• How does pay vary by employer type and certification level?
  AmLaw and regulated-industry in‑house roles pay most; small firms and nonprofits pay less. Certifications and in‑demand tools (eDiscovery/CLM) often boost compensation 5–10%+.
• What does a day in the life look like during trial prep vs. routine weeks?
  Routine: research, drafting, updates, docket checks. Trial prep: exhibit builds, witness coordination, late‑night filings, and courtroom logistics—expect overtime.
• What should candidates include on a paralegal resume to pass ATS filters?
  Use the job’s keywords: research platforms, eDiscovery or CLM tools, e‑filing systems, practice-area terms, and measurable outcomes (e.g., “managed 40+ active matters; 0 late filings”).
• How do remote/hybrid paralegal roles change responsibilities or tools?
  Core duties remain, but collaboration shifts to cloud DMS, e‑sign, video depositions, and secure portals. On‑site needs persist for mail, wet signatures, and trial logistics.
• What’s the difference between a paralegal, legal assistant, and legal secretary in job descriptions?
  Paralegal = substantive legal work; legal assistant = hybrid admin/basic legal support; legal secretary = clerical/administrative. Titles can blur—define duties clearly in postings.

Sources and credibility: See the U.S. Bureau of Labor Statistics (Paralegals and Legal Assistants) for wage/outlook data; consult the American Bar Association for role and ethics context; and NALA/NFPA for certification paths and competencies.