Hellmuth & Johnson is a full-service law firm offering comprehensive legal representation across a wide range of practice areas, including community association law, serving clients throughout the region. Our team provides expert legal counsel on matters ranging from covenant enforcement and collections to corporate governance and dispute resolution. We pride ourselves on delivering responsive, results-oriented service to our clients — and on fostering a collaborative, professional environment for our staff.
We are looking for a motivated Legal Assistant to join our Community Association practice group.
Position Summary
The Community Association Legal Assistant plays a vital role in supporting our attorneys and paralegals in day-to-day legal operations. This individual is the backbone of client communication, file management, and case administration for a high-volume, fast-paced practice area. The ideal candidate is detail-oriented, professional, and thrives in a team-oriented environment where no two days look the same.
Key Responsibilities
Client & Debtor Communication
- Serve as a primary point of contact for clients, homeowners, and debtors via phone, email, and written correspondence
- Draft, prepare, and mail professional legal correspondence including demand letters, notices of violation, and collection notices
- Handle incoming calls and inquiries with professionalism, routing matters appropriately to attorneys or paralegals
- Maintain consistent follow-up with debtors and clients to facilitate resolution of outstanding matters
File & Case Management
- Open, organize, and maintain legal files for community association clients in the firm's case management software
- Enter, update, and track case tasks, deadlines, and milestones within the firm's practice management system
- Monitor task queues and ensure timely completion of action items assigned to the legal team
- Prepare and file legal documents through e-filing portals and county court systems as required
- Maintain accurate and current records of all client communications, pleadings, and case activity
Legal Document Preparation
- Draft routine legal documents including cover letters, notices, lien documents, and association correspondence under attorney supervision
- Prepare amendment packages, notice packages, and special assessment materials
- Coordinate title searches and requests for governing documents
Administrative Support
- Provide general administrative support to attorneys, paralegals, and the community association department
- Manage incoming and outgoing mail, scanning, and document management
- Schedule appointments, coordinate meetings, and assist with calendar management
- Assist with preparation of reports, status updates, and client summaries
- Perform other duties as assigned to support the team and firm operations
Qualifications & Requirements
Required
- 1–3 years of experience as a legal assistant or in a law firm administrative role
- Strong written and verbal communication skills with a professional and courteous demeanor
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
- Experience with legal case management or practice management software
- Exceptional organizational skills and attention to detail
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment
- Comfortable with regular client and debtor phone contact
Preferred
- Prior experience in community association, real estate, or collections law
- Familiarity with e-filing systems and court portals
- Knowledge of HOA/condominium governing documents and applicable state statutes
- Associate's or Bachelor's degree in Paralegal Studies, Legal Studies, or a related field
What We Offer
- Comprehensive benefits package including health, dental, and vision insurance
- 401(k) with employer match / PTO / Paid Holidays — details provided upon interview
- A collaborative, supportive team culture where your contributions are valued
- Stable, growing practice with a dedicated and knowledgeable legal team