Administrative Assistant

Summary of Responsibilities:

The Administrative Assistant will be responsible for general secretarial support including answering the telephone and assisting receptionist when needed, typing, filing, copying, assisting attorneys and paralegals, and coordinating unit-wide projects.

EssentialFunctions:

Types a variety of legal materials, including court filings, petitions, pleadings, motions, memoranda, letters, and reports.

Types and reviews outgoing correspondence to ensure all legal documents and enclosures are in proper processing order and that correspondence is grammatically correct.

Sorts and distributes mail.

Assist Attorneys and Paralegals as directed with answering inquiries over the phone or in person and managing secretarial and administrative details.

5, Organizes and maintains files and records of a confidential, complex, or otherwise sensitive nature.

Provide backup for reception staff answering telephones and greeting clients.

Manage own professional development; keep informed of new rules, regulations, and legislation pertinent to the organization; participate in continuing legal education and other appropriate training; develop specialty knowledge or areas consistent with the level of experience.

Organize trainings for the unit.

Teamwork. Work constructively as a team member with other NLS staff on advocacy projects consistent with program priorities.

Performs diversified clerical work as directed by the Office Manager or Attorney staff.

Other Responsibilities. Conform to the rules and responsibilities applicable to all employees and perform all other assigned tasks.

Core Competencies

• Strong personal work ethic and ability to organize time, manage diverse activities, and meet critical deadlines with minimal supervision;
• Excellent writing, editing, and proof-reading skills, with ability to be detail-oriented;
• Strong interpersonal skills and an ability to work collaboratively with a dynamic and multi-sector team;
• Cultural humility In working with low-income clients across the spectrum of diversity, including race, ethnicity, gender identity, sexual orientation, socio-economic status, immigrant status, religious identity, physical and mental disabilities, and limited English proficiency; and
• Familiarity with the diverse communities is a plus.

Qualifications

• Legal services background or knowledge of general civil legal work
• Experience working with vulnerable populations and knowledge of community resources
• Self-motivated and dependable
• Excellent communication skills for client intake, client follow-up, and attorney interface
• Excellent writing skills with attention to detail and proofreading for correspondence with clients and other law offices

• Understanding of the court filing system and its requirements
• Excellent organizational skills and calendaring awareness
• Document-drafting capability under the supervision of staff attorneys for court filings
• Willingness to work as a team member and contribute to the efforts on any case
• Second language skills a plus but not required

Working Conditions and Physical Requirements:

• Work on-site in an office environment, including working at the workstation, attending meetings;
• Traveling to meetings and hearings off-site;
• Use of computer and other office machines such as fax, photocopiers and telephones.