5 free templates for small law firms. Download as DOCX or copy-paste.
The paralegal job description is one most small law firms copy from a generic template and quietly get wrong. The versions online are written for any employer, so they miss the things that actually matter to a solo or small firm: the non-lawyer boundary that protects your license, the billable timekeeping that makes the role pay for itself, and the reality that a small-firm paralegal is a generalist who spans research, drafting, client contact, and admin all at once.
At FirstHR, we build for small businesses that hire without an HR department, and a small law firm hiring a paralegal is a textbook case: the role is substantive, client-facing, and revenue-generating, and the posting has compliance stakes a generic template ignores. The five templates below cover the role by practice area: small firm generalist, litigation, corporate, immigration, and family law or real estate. Fill in the brackets and post. For the principles behind any posting, the guide to writing a job description covers the fundamentals.
TL;DR
Five free paralegal job description templates for small law firms: Small Firm Generalist, Litigation, Corporate, Immigration, and Family Law / Real Estate. Download all five as one DOCX. A paralegal does substantive legal work under attorney supervision, cannot give legal advice, and usually bills time to clients, so the posting should name the practice area, state the non-lawyer line, and list timekeeping as a duty.
What Does a Paralegal Do?
A paralegal performs substantive legal work that a supervising attorney is responsible for: legal research, drafting documents, managing case files, preparing for hearings and trial, communicating with clients, and tracking billable time. The federal classification, paralegals and legal assistants, describes the role as helping lawyers by investigating facts, preparing legal documents, and conducting research, while the work is performed under attorney supervision.
The defining limit is that a paralegal cannot give legal advice or perform any task reserved for licensed attorneys, and their non-lawyer status must be clear to clients. In a small firm the paralegal is typically a generalist who handles the full life of a case and often more than one practice area, which is exactly why a generic one-size template falls short. The five templates on this page split by practice area so the summary and duties match the actual job.
Paralegal Job Duties and Responsibilities
Paralegal job duties and responsibilities center on four areas: research and drafting, case and document management, client and court communication, and billing and timekeeping. The specialization shifts the emphasis, discovery and trial prep for litigation, USCIS filings for immigration, closings for real estate, but these four categories hold across nearly every paralegal role. These are the duties grouped the way the templates use them.
Research and drafting
Conduct legal research and summarize findings
Draft pleadings, contracts, and correspondence
Cite-check and proofread legal documents
Case and document management
Organize and maintain case files
E-file documents with courts
Track deadlines, rules, and calendaring
Client and court communication
Communicate with clients, courts, and counsel
Prepare for hearings, depositions, and trial
Run conflict checks at intake
Billing and timekeeping
Track and record billable hours
Maintain accurate time entries by matter
Support firm billing and revenue
A strong posting grounds these in your specifics: the practice area, the systems you use, and who the role reports to. For a structured way to scope any role before posting, the guide to defining job responsibilities walks through the process.
Paralegal vs Legal Assistant
This is the comparison that decides whether your posting is correct at all. A paralegal does substantive legal work; a legal assistant handles administrative and clerical support. They are different jobs at different pay, not ranks of the same one.
Factor
Paralegal
Legal Assistant
Core work
Substantive legal work
Administrative and clerical support
Typical tasks
Research, drafting, case prep, discovery
Scheduling, intake, file management
Billable to clients
Often, on an hourly basis
Usually not
Education
Paralegal certificate or degree common
Varies; office experience common
When a small firm needs it
Substantive case support
Front-desk and admin support
The practical test is the work itself. If the person will draft pleadings, manage discovery, and prepare cases, that is a paralegal. If the work is intake, calendaring, and document handling, the legal assistant job description templates are the right posting. Many firms also hire the two alongside an attorney, and the lawyer job description templates cover the supervising role.
Which Template Should You Use?
Pick the template by your practice area. All five share the same skeleton, but each one emphasizes the duties, qualifications, and specialization that fit a specific kind of paralegal. Use this guide to choose.
Small Law Firm
Solo and small practices
The generalist version for a small firm: research, drafting, case management, client communication, and billable timekeeping in one role, owned end to end under attorney supervision.
Litigation
Civil litigation firms
The litigation version: discovery management, pleadings, exhibits, and trial preparation through every phase of a case, with court rules and deadline tracking built in.
Corporate
Transactional and in-house
The corporate version: entity records, filings, contracts, closings, and governance documents, for transactional firms and in-house legal teams.
Immigration
Immigration firms
The immigration version: USCIS petitions and applications, evidence assembly, case-status tracking, and client communication, with bilingual ability often preferred.
Family / Real Estate
Family and closing practices
The family law and real estate version: family pleadings and disclosures, or closing documents, title work, and transaction coordination, with sensitive client handling.
Start With Your Practice Area
The fastest way to choose is by practice area. Civil litigation? Use Litigation. Business, contracts, or in-house? Corporate. USCIS petitions and bilingual client work? Immigration. Divorce, custody, or real estate closings? Family Law / Real Estate. A solo or small firm where the paralegal does a bit of everything across the full case? Use Small Law Firm. Once you pick, fill in the real duties, qualifications, and pay range for your specific role.
5 Free Paralegal Job Description Templates
Download all five as a single Word document or copy individual templates. Each follows the same structure: job summary, key responsibilities, required and preferred qualifications, the non-lawyer note, and compensation and how to apply. Fill in the brackets before you post.
Download All 5 Job Description Templates
Small law firm, litigation, corporate, immigration, and family law or real estate. All in one DOCX.
Template 1: Small Law Firm Paralegal
The generalist version for a solo or small firm: research, drafting, case management, client communication, and billable timekeeping in one role, owned end to end under attorney supervision.
[One or two sentences: your practice areas, the size of the firm, and the
attorneys this paralegal will support.]
JOB SUMMARY
[Firm Name] is a small firm hiring a Paralegal to support our attorneys
across the full life of a case. You will conduct legal research, draft
documents, manage case files, prepare for hearings, communicate with
clients, and track billable time. This is a generalist role: you will wear
several hats and own the substantive support work that keeps cases moving,
under the direction and responsibility of a supervising attorney.
KEY RESPONSIBILITIES
•Conduct legal research and summarize findings for attorneys
•Draft pleadings, correspondence, contracts, and discovery
•Organize and maintain case files and document management
•Prepare for hearings, depositions, and trial: exhibits, binders
•Communicate with clients, courts, and opposing counsel
•File documents with courts, including e-filing
•Track and record billable hours and timekeeping
•Run conflict checks and maintain calendaring and deadlines
REQUIRED QUALIFICATIONS
•Associate degree or certificate in paralegal studies, or equivalent
experience
•Strong legal research, writing, and organization skills
•Attention to detail and the ability to manage multiple matters
•Familiarity with case management and e-filing systems
•Clear, professional communication
PREFERRED QUALIFICATIONS
•Bachelor's degree or ABA-approved paralegal program
•Certified Paralegal (CP) or equivalent credential
•Experience in [your practice area]
IMPORTANT NOTE
The paralegal does not give legal advice or perform any task reserved for
licensed attorneys. The paralegal's non-lawyer status must be clear in all
communications with clients and the public. All work is performed under the
supervision and responsibility of a licensed attorney.
COMPENSATION AND HOW TO APPLY
Pay range: $_____ to $_____ per year [+ benefits]
To apply, email __ with your resume and a writing
sample.
[Firm Name] is an equal opportunity employer.
Template 2: Litigation Paralegal
The litigation version: discovery management, pleadings, exhibits, and trial preparation through every phase of a case, with court rules and deadline tracking built in.
Litigation Paralegal Job Description
LITIGATION PARALEGAL JOB DESCRIPTION
Firm: __ ([City, State])
Reports to: [Litigation Attorney / Managing Partner]
[Company / Firm Name] is hiring a Corporate Paralegal to support our
transactional and corporate governance work. You will maintain entity and
corporate records, support contracts and closings, manage filings, and keep
compliance current, working under the supervision of an attorney or general
counsel.
KEY RESPONSIBILITIES
•Maintain corporate records, minute books, and cap tables
•Prepare and file formation, annual, and state filings
•Support contract drafting, review, and execution
•Assist with closings, due diligence, and data rooms
•Track entity compliance, licenses, and renewals
•Draft resolutions, consents, and corporate governance documents
•Coordinate with attorneys, executives, and outside parties
•Track and record billable hours where applicable
REQUIRED QUALIFICATIONS
•Paralegal certificate or degree, or equivalent corporate experience
•Familiarity with entity management and corporate filings
•Strong organization, drafting, and attention to detail
•Discretion with confidential business information
•Proficiency with document and contract management tools
PREFERRED QUALIFICATIONS
•ABA-approved program or bachelor's degree
•Certified Paralegal (CP) credential
•Experience with [securities / M&A / startup work]
IMPORTANT NOTE
The paralegal does not give legal advice or perform any task reserved for
licensed attorneys, and works under attorney supervision.
COMPENSATION AND HOW TO APPLY
Pay range: $_____ to $_____ per year [+ benefits]
To apply, email __ with your resume.
[Company / Firm Name] is an equal opportunity employer.
Template 4: Immigration Paralegal
The immigration version: USCIS petitions and applications, evidence assembly, case-status tracking, and client communication, with bilingual ability often preferred.
Immigration Paralegal Job Description
IMMIGRATION PARALEGAL JOB DESCRIPTION
Firm: __ ([City, State])
Reports to: [Immigration Attorney / Managing Attorney]
The paralegal does not give legal advice or perform any task reserved for
licensed attorneys. The non-lawyer status must be clear to clients, and all
work is performed under attorney supervision.
COMPENSATION AND HOW TO APPLY
Pay range: $_____ to $_____ per year [+ benefits]
To apply, email __ with your resume.
[Firm Name] is an equal opportunity employer.
Template 5: Family Law / Real Estate Paralegal
The family law and real estate version: family pleadings and disclosures, or closing documents, title work, and transaction coordination, with sensitive client handling.
Family Law / Real Estate Paralegal Job Description
FAMILY LAW / REAL ESTATE PARALEGAL JOB DESCRIPTION
Firm: __ ([City, State])
Practice area: [ ] Family law [ ] Real estate / closings [ ] Both
Every strong paralegal job description shares the same core sections, with concrete duties rather than generic ones. The templates above are built around them, but it helps to see the difference between vague and specific wording.
Weak bullet
Strong bullet
Help the attorneys
Conduct legal research and summarize findings for attorneys
Handle documents
Draft pleadings, correspondence, and discovery documents
Manage cases
Organize case files and track court deadlines and rules
Talk to clients
Communicate with clients, courts, and opposing counsel
Track time
Record billable hours contemporaneously by matter
Specific, concrete duties attract candidates who understand legal work and signal a serious employer. Keep the language neutral and inclusive too, since the EEOC prohibits job advertisements that show a preference based on protected characteristics. For a fuller framework, the SHRM guide to writing a job description covers the standard sections.
Bar Compliance and Certification
Two compliance points belong in every paralegal posting and role. The first is the non-lawyer boundary; the second is how to treat certification.
The Non-Lawyer Boundary
A paralegal cannot give legal advice or perform any task specifically reserved for licensed attorneys, and the paralegal's non-lawyer status must be clear in all communications with clients and the public (NALA). All work is performed under the supervision and responsibility of a licensed attorney. State this plainly in the role to avoid unauthorized-practice exposure.
On certification, paralegals are generally not licensed the way attorneys are, and most states do not require a specific license. The common baseline is an associate degree or a paralegal studies certificate, with a bachelor's degree or an ABA-approved program preferred. The Certified Paralegal (CP) credential is a widely recognized national standard, and credentials typically require continuing legal education to maintain. For a small firm, list certification as preferred rather than required, and weight demonstrated experience and writing ability most heavily.
How to Write a Paralegal Job Description
A strong paralegal posting takes about fifteen minutes once you settle the practice area, the duties, the qualifications, and the pay. Here is the process the templates are built around. If you are building out your firm, the small business hiring guide covers the steps around the posting itself.
1
Pick the practice-area variation
Small firm generalist, litigation, corporate, immigration, or family law and real estate, matched to the work you are actually hiring for.
2
Confirm it is a paralegal, not a legal assistant
Substantive legal work like research and drafting points to a paralegal. Administrative and clerical support points to a legal assistant role instead.
3
List the real duties and the non-lawyer line
Name the concrete research, drafting, case management, and timekeeping duties, and state that the paralegal does not give legal advice and works under attorney supervision.
4
Set qualifications and pay honestly
List education and certification as preferred, anchor pay on the federal median of about $61,010 and your local market, and state the range in the posting.
5
Add a simple way to apply
Ask for a resume and a writing sample, and plan the offer and onboarding so you can move fast once you find the right person.
Paralegal Salary and Outlook
Paralegal pay varies by specialization, experience, region, and industry, but federal data gives a reliable center for setting a range before you write the posting.
Paralegal Pay Anchor (BLS, May 2024)
The median annual wage for paralegals and legal assistants was $61,010 in May 2024, about $29.33 per hour, with the lowest 10 percent under $39,710 and the highest 10 percent over $98,990. Employment is projected to show little or no change through 2034, with about 39,300 openings each year from turnover (U.S. Bureau of Labor Statistics).
Specialization and industry move the number. These are the most recent confirmed federal estimates by top industry.
Industry
Median annual wage (May 2024)
Notes
Federal government
$77,940
Highest of the top industries
Finance and insurance
$76,960
Corporate and compliance work
Local government
$60,990
Near the national median
Legal services
$59,800
Where most paralegals work
For a small firm, anchor on your local market and the specialization, set an honest range, and state it in the posting, since several states now require it. Remember that paralegal time is frequently billed to clients, so a productive paralegal offsets their own salary.
Hiring a Paralegal for a Small Law Firm
A large firm hires paralegals through a recruiting team and a leveled pay grid. A solo or small firm makes the same hire directly, usually the owner or managing attorney, and the posting carries compliance stakes a generic template ignores. Here is how to do it well.
Spell out the non-lawyer line, because it protects the firm
A paralegal performs substantive legal work, but they cannot give legal advice or do anything reserved for a licensed attorney, and their non-lawyer status must be clear to clients and the public. This is not boilerplate. For a small firm where the paralegal talks to clients daily and often is the first point of contact, an ambiguous job description invites the exact unauthorized-practice problem that draws bar complaints. State plainly in the posting and the role that all work is performed under attorney supervision and responsibility, and that the paralegal does not advise clients on the law. Candidates who understand the line are the ones you want, and writing it down protects both the new hire and your license.
Decide whether you need a paralegal or a legal assistant
The titles are not interchangeable. A paralegal does substantive legal work, including research, drafting, and case preparation, that a lawyer is responsible for; a legal assistant handles administrative and clerical support like scheduling, intake, and file management. Many small firms post for a paralegal when the work is mostly administrative, then overpay or lose the hire when the role does not match. Be honest about the split: if the person will draft pleadings and manage discovery, that is a paralegal; if the work is front-desk, calendaring, and document handling, the legal assistant role fits better and costs less. Naming the right role attracts the right candidates and sets the right pay.
Build billable timekeeping into the role from day one
In a small firm, paralegal time is often billed to clients, which means the role generates revenue, not just support. That makes accurate timekeeping a core duty rather than an afterthought, and it changes onboarding: the new paralegal needs the firm's billing and case management setup, an understanding of what is billable, and the habit of contemporaneous time entry from their first matter. Say so in the job description, list timekeeping among the responsibilities, and plan to train it during the first week. A paralegal who tracks time well pays for themselves; one who does not quietly costs the firm money it earned but never captured.
After You Hire: Onboarding a Paralegal
Paralegal onboarding combines standard new-hire steps with firm-specific setup, and getting it right protects both the new hire and the firm. The basics come first: the offer with the pay stated, the I-9, tax forms, and state new-hire reporting, plus a confidentiality agreement given the sensitive client information involved. Then comes the firm-specific setup: access to the case management and billing systems, a timekeeping and conflict-check orientation, and a clear briefing on the non-lawyer boundary and supervision structure. For the broader flow, the new hire paperwork guide covers the documents and the training new employees guide covers running orientation with sign-offs.
FirstHR fits this directly: e-signature for the offer and confidentiality acknowledgments, document management for certifications and signed acknowledgments, training assignments with completion records for the systems and compliance orientation, and an HRIS with employee profiles for your team, all built for firms without an HR department. Applicant tracking is coming soon to FirstHR; today the platform handles onboarding and document tracking once the candidate signs.
Key Takeaways
A paralegal does substantive legal work under attorney supervision, while a legal assistant handles administrative support; post the title that matches the actual work.
Name your practice area in the posting: small firm generalist, litigation, corporate, immigration, or family law and real estate, so the duties match the real job.
State the non-lawyer line plainly: a paralegal does not give legal advice and works under attorney responsibility, which protects the firm from unauthorized-practice exposure.
Build billable timekeeping into the role and onboarding, since paralegal time is often billed to clients and a productive paralegal offsets their salary.
Anchor pay on the federal median of about $61,010, adjust for specialization and local market, and state the range in the posting.
Plan the offer and onboarding before you post, including confidentiality, system access, and a non-lawyer-boundary briefing in the first week.
Frequently Asked Questions
What does a paralegal do?
A paralegal performs substantive legal work that a supervising attorney is responsible for. The core duties are legal research, drafting documents like pleadings and contracts, organizing and managing case files, preparing for hearings, depositions, and trial, communicating with clients and courts, and tracking billable time. In a small law firm a paralegal is usually a generalist who handles all of these across the full life of a case, often spanning more than one practice area. The defining limit is that a paralegal cannot give legal advice or perform any task reserved for licensed attorneys, and their non-lawyer status must be clear to clients. Everything a paralegal does is performed under attorney supervision and responsibility.
What are the main duties and responsibilities of a paralegal?
Paralegal duties fall into four areas. Research and drafting: conducting legal research, drafting pleadings, contracts, and correspondence, and cite-checking documents. Case and document management: organizing case files, e-filing with courts, and tracking deadlines and calendaring. Client and court communication: communicating with clients, courts, and opposing counsel, preparing for hearings and trial, and running conflict checks. Billing and timekeeping: tracking billable hours and maintaining accurate time entries by matter. The emphasis shifts by specialization, discovery and trial prep for litigation, USCIS filings for immigration, closings for real estate, but these categories hold across nearly every paralegal role. A strong job description picks the specific duties that match your practice.
What is the difference between a paralegal and a legal assistant?
A paralegal performs substantive legal work that a lawyer is responsible for, such as research, drafting, and case preparation. A legal assistant handles administrative and clerical support like scheduling, intake, file management, and correspondence. The American Bar Association updated its definition to emphasize the substantive nature of paralegal work, which is the key distinction. For a small firm the practical test is the work itself: if the person will draft pleadings, manage discovery, and prepare cases, that is a paralegal role; if the work is front-desk, calendaring, and document handling, the legal assistant role fits and typically costs less. Posting the right title attracts the right candidates and sets accurate pay expectations.
Does a paralegal need a certification or license?
Paralegals are not licensed the way attorneys are, and most states do not require a specific license to work as a paralegal. The common baseline is an associate degree or a certificate in paralegal studies, with a bachelor's degree or an ABA-approved program preferred. Voluntary national certifications signal professional achievement and are worth listing as preferred rather than required. The Certified Paralegal (CP) credential is a widely recognized national standard, and other credentials exist through additional professional associations. Certifications usually require continuing legal education to maintain. For a small firm, treat certification as a plus that distinguishes strong candidates, while weighting demonstrated experience and writing ability most heavily.
Can a paralegal give legal advice?
No. A paralegal cannot give legal advice or perform any task specifically reserved for licensed attorneys, and this limit is central to the role. A paralegal's non-lawyer status must be clear in all communications with clients and the public, and all of their work is performed under the supervision and responsibility of a licensed attorney. This matters most in a small firm, where the paralegal often speaks with clients directly and may be the first point of contact. Crossing the line risks the unauthorized practice of law, which can expose the firm and the supervising attorney to bar complaints. A good job description states this boundary plainly so both the firm and the new hire understand it from the start.
How much should I pay a paralegal?
Federal data gives a useful anchor. The median annual wage for paralegals and legal assistants was about $61,010 in May 2024, roughly $29.33 per hour, with the lowest 10 percent earning under $39,710 and the highest 10 percent over $98,990. Pay varies by specialization, experience, region, and industry, with corporate and finance paralegals often above the median and entry-level roles below it. For a small firm, anchor on your local market and the specialization, set an honest range, and state it in the posting, since several states now require a pay range. Remember that paralegal time is frequently billed to clients, so a productive paralegal generates revenue that offsets the salary.
Why is billable timekeeping important for a paralegal?
In most law firms, paralegal time is billed to clients on an hourly basis, which means the role generates revenue rather than only providing support. Courts have long recognized paralegal work as a billable, recoverable cost when it is substantive legal work rather than clerical tasks. For a small firm this makes accurate timekeeping a core part of the job, not an administrative afterthought. The new paralegal needs the firm's billing and case management setup, a clear understanding of what is billable, and the habit of recording time as work happens. List timekeeping among the responsibilities in the job description and train it during onboarding, because captured paralegal time directly funds the firm.
What happens after I hire a paralegal?
Once a candidate accepts, the hire moves into onboarding, and for a paralegal that includes both standard new-hire steps and firm-specific setup. The first steps are the offer and paperwork: the offer letter with the pay stated, the I-9, tax forms, and state new-hire reporting, plus a confidentiality agreement given the sensitive client information involved. Then comes the firm-specific setup: access to the case management and billing systems, a conflict-check and timekeeping orientation, and a clear briefing on the non-lawyer boundary and supervision structure. FirstHR fits this directly: e-signature for the offer and confidentiality acknowledgments, document management for certifications and signed acknowledgments, training assignments with completion tracking for the systems and compliance orientation, and an HRIS with employee profiles, all built for firms without an HR department. Applicant tracking is coming soon to FirstHR; today the platform handles onboarding and document tracking once the candidate signs.
