Legal Administrative Assistant ¦Community Association Practice

Description

Johnson Pope Bokor Ruppel & Burns, LLP is seeking an experienced Legal Assistant to support an attorney whose practice is devoted primarily to representing homeowner, condominium, and cooperative associations (community associations). The ideal candidate will have a minimum of three (3) years of experience in a law firm setting.

Why Join Johnson Pope?

At Johnson Pope, we pride ourselves on fostering a collaborative, inclusive, and professional environment where your skills are valued, and your contributions make a difference. As one of Florida’s leading regional law firms, we offer our team members the opportunity to work alongside some of the most respected attorneys in the state, in a firm that supports a strong team environment and actively builds community within the organization.

Position Overview

The Legal Assistant will provide a combination of transactional document preparation, litigation support, and assessment collection assistance. Key responsibilities include preparing and typing dictation, managing case files, e-filing in state and federal courts, coordinating schedules and deadlines, and assisting with discovery and hearing or trial preparation. 

Requirements

Key Responsibilities:

Community Association Governance & Document Support

• Support attorneys with the preparation and maintenance of association governing documents and related materials.
• Prepare required statutory notices and documentation in accordance with Chapters 718, 719, and 720, Florida Statutes, including board and membership meeting notices, budget and annual meeting materials, election documents, proxies, and committee notices.
• Draft association-related correspondence such as resolutions, consent documents, estoppel communications, compliance letters, and enforcement notices.

Litigation and Administrative Proceedings Support

• Provide litigation support primarily in Florida state court and administrative forums.
• Assist with preparing notices of hearing, mediation documentation, and trial or hearing materials.
• Manage litigation calendars and deadlines and coordinate the filing and service of pleadings through the Florida E-Filing Portal and electronic service systems.
• Support attorneys in arbitration, mediation, and settlement-related proceedings.
• Organize and maintain case files, including pleadings, exhibits, discovery, and correspondence.

Assessment Collections and Enforcement

• Assist with delinquent assessment matters, including preparing statutory demand letters, notices of intent to lien, and lien-related documentation.
• Draft and record claims of lien and assist with foreclosure filings and related court documents.
• Coordinate with property managers, title companies, boards, and other stakeholders.
• Monitor statutory deadlines related to collection and enforcement actions.
• Prepare correspondence regarding payment arrangements, settlements, and lien releases.

Administrative and Client Support

• Maintain consistent communication with association boards, property managers, and vendors.
• Assist with client intake, matter setup, and file organization.
• Ensure electronic and physical files are accurate and well maintained.
• Track key deadlines, statutory timeframes, and court dates.
• Provide administrative support related to billing and matter management.

Essential Knowledge, Skills, and Abilities:

• Attention to detail with strong organizational and time management abilities.
• Proficient in Microsoft Office (Word, Excel, PowerPoint), with the ability to quickly learn other programs. Experience in iManage and Aderant is a plus.
• Transcribe and manage dictation efficiently.
• Excellent communication skills, both written and oral.
• Strong organizational and administrative skills.
• Client service-oriented with the ability to effectively communicate with clients and team members.
• Ability to multi-task, prioritize tasks, and work under pressure to meet deadlines.
• Confidentiality and professionalism in handling sensitive information.
• Ability to work extra hours as needed.
• Self-motivated with a willingness to learn.
• Ability to work independently while supporting the attorney and paralegal.

Educational/Job Experience Requirements:

• High school diploma from an accredited institution.
• A minimum of three (3) years of experience as a legal assistant.
• Experience with Community association law, Real estate law, Civil litigation, and Collections or foreclosure practice is strongly required.

Office Location: St. Petersburg, FL (In-Person)

Note: This job description is not intended to be all-inclusive. Employees may perform other related duties as required to meet the ongoing needs of the Firm.

Equal Opportunity Employment:

Johnson Pope Bokor Ruppel & Burns, LLP is an equal opportunity employer. We are committed to creating a diverse and inclusive work environment and do not discriminate on the basis of an applicant’s or employee’s race, color, religion, national origin, sex, gender identity/expression, sexual orientation, age, disability, veteran status, marital status, citizenship, ancestry, pregnancy, familial status, actual or perceived status as a victim of domestic violence, dating violence, or stalking, or any other legally protected status entitled to protection under federal, state, or local anti-discrimination laws, including applicable laws in Florida. We also provide reasonable accommodations for qualified individuals with disabilities in compliance with the Americans with Disabilities Act (ADA).