How to hire a paralegal/office manager

How to hire a paralegal/office manager, step by step

Here's a step-by-step paralegal/office manager hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a paralegal/office manager job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new paralegal/office manager
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   First, determine the employments status of the paralegal/office manager you need to hire. Certain paralegal/office manager roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A paralegal/office manager's background is also an important factor in determining whether they'll be a good fit for the position. For example, paralegal/office managers from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   This list presents paralegal/office manager salaries for various positions.

   Type of Paralegal/Office Manager	Description	Hourly rate
   Paralegal/Office Manager	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$19-37
   Litigation Paralegal	A litigation paralegal is a specialist who is responsible for assisting attorneys throughout the trial process. On the plaintiff side, litigation paralegals conduct initial client interviews and legal research for case preparations... Show more	$19-39
   Legal Secretary	Legal secretaries are employees in a law firm who are responsible for many administrative tasks. They handle the tasks such as filing and keeping records, ensuring that all documents are stored properly, and update contact information data and other essential office databases... Show more	$13-28

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Discovery Responses
   • Litigation
   • Legal Research
   • Payroll
   • Trial Preparation
   • Subpoenas
   • Real Estate Closings
   • Bank Accounts
   • Affidavits
   • Probate
   • Law Firm
   • Office Management
   • Interrogatories
   • Family Law

   Check all skills

   Responsibilities:

   • Assist patent attorneys by managing invention disclosure documentation and relate correspondence with outside counsel and USPTO.
   • Prepare interrogatories, subpoenas, document requests and conduct client interviews.
   • Direct administrative aspects of discovery, presenting draft interrogatories and responses for attorney review.
   • Create and track all expenses and client account codes utilizing QuickBooks accounting software.
   • Track billable time, use QuickBooks to create monthly invoices, accept and record payments, make bank deposits.
   • Prepare payroll, paid invoices and supervise receptionist and secretary.

3. Make a budget

   Including a salary range in your paralegal/office manager job description is a great way to entice the best and brightest candidates. A paralegal/office manager salary can vary based on several factors:

   • Location. For example, paralegal/office managers' average salary in arkansas is 46% less than in massachusetts.
   • Seniority. Entry-level paralegal/office managers earn 49% less than senior-level paralegal/office managers.
   • Certifications. A paralegal/office manager with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a paralegal/office manager's salary.

   Average paralegal/office manager salary

   $56,389yearly

   $27.11 hourly rate

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   Entry-level paralegal/office manager salary

   $40,000 yearly salary

   Updated January 22, 2026

4. Writing a paralegal/office manager job description

   A good paralegal/office manager job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of a paralegal/office manager job description:

   Paralegal/office manager job description example

   Lone Star Legal Aid (LSLA) seeks one contract rural Paralegal II (job # ER2C 038-2021) for its East Texas, Central Texas and Gulf Coast Texas Branch Offices.
   

   LSLA is a 501 (c) (3) non-profit law firm and its mission is to protect and advance the civil rights of low-income Texans by providing advocacy, legal representation, and community education that ensure equal access to justice.

   This is a one year Paralegal II position created to assist vulnerable populations facing eviction. This project will strengthen the community response for low income and income-unstable tenants
   

   Summary of Responsibilities

   The principle duties for these positions are to conduct intake, interview applicants and clients, give advice under supervision of an Attorney; to maintain an active caseload by advising Applicants; to enter data, write letters and handle applicant communications, open and close cases promptly complying with LSLA policies; to prepare reports requested by the Attorney to whom the individual is assigned; to create educational materials and make public presentations; to participate in agency and community office outreach efforts; to attend and/or coordinate clinics or other events; to recruit, train, and/or supervise lay volunteers; and to perform, other related duties as assigned. If bilingual, interprets and/or translates as needed.

   Requirements

   Minimum Education and Experience

   High School Diploma or equivalent and either two years experience in a legal setting with client contact or a certificate from an accredited paralegal program or a minimum of 2 years of college.

   Minimum Skills and Abilities

   These positions require good interviewing, assessment, problem solving, and negotiating skill as well as strong communication skill; demonstrate ability to aggressively pursue the rights of the client community; and knowledge of area community service providers and agencies. It also requires high degree of ethical and professional standards; ability to work under pressure; ability to use technology and a digital case management system; and client service orientation. Travel may be required. Bilingual is preferred.

   
   

   Location :

   Eviction Right to Counsel Project - East Texas, Central Texas and Gulf Coast Texas Branch Offices. The successful applicants must have reliable transportation in order to travel throughout the counties served by this office.

   Benefits

   Medical Benefits

   Paid Leave

   Lone Star Legal Aid is an Equal Employment Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or veteran status.

   
   

   Copy this example

   

5. Post your job

   To find paralegal/office managers for your business, try out a few different recruiting strategies:

   • Consider internal talent. One of the most important talent pools for any company is its current employees.
   • Ask for referrals. Reach out to friends, family members, and your current work to ask if they know any paralegal/office managers they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level paralegal/office managers with the right educational background.
   • Social media platforms. LinkedIn, Facebook, and Twitter have more than 3.5 billion users, and they're a great place for company branding and reaching potential job candidates.

   Post your job online:

   • Post your paralegal/office manager job on Zippia to find and recruit paralegal/office manager candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit paralegal/office managers, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   Remember to include a few questions that allow candidates to expand on their strengths in their own words. Asking about their unique skills might reveal things you'd miss otherwise. At this point, good candidates can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new paralegal/office manager

   Once you have selected a candidate for the paralegal/office manager position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   Once that's done, you can draft an onboarding schedule for the new paralegal/office manager. Human Resources should complete Employee Action Forms and ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc. They should also ensure that new employee files are created for internal recordkeeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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