Legal Office Coordinator

Reports to:

Office Manager

based on qualifications and experience)

The Office Coordinator reports directly to the Office Manager and manages many of the day-to-day operations of the firm. The Office Coordinator also works collaboratively with the Attorney Supervisors and Investigator Supervisors and provides administrative support to Attorneys, Associate Supervisors and Firm Director.

Full-time

(based on qualifications and experience)

The Office Coordinator reports directly to the Office Manager and manages many of the day-to-day operations of the firm. The Office Coordinator also works collaboratively with the Attorney Supervisors and Investigator Supervisors and provides administrative support to Attorneys, Associate Supervisors and Firm Director.

• Responsible for the day-to-day office functions and communications including ensuring that faxes, mail, court calendars, time sheets and phone calls are distributed appropriately and timely.
• Communicate with the Court Administrator when needed regarding maintenance for the office or other concerns.
• Take daily attendance.
• Be available during regular business hours (8:00 AM to 5:00 PM) to perform job duties.
• Ensure that supplies and other necessities of office functioning are maintained and ordered and received timely and appropriately.
• Answer telephones, respond to telephone requests for information, and assist attorneys in obtaining information from telephone callers.
• Troubleshoot malfunctioning copier/fax/printer machines, if unable to fix contact IT department.
• Work with the IT department when technology is not working properly.
• If bilingual, assist attorneys with translations to non-English speaking clients and caretakers or to translate letters.
• Ensure that all office forms are maintained and kept updated (e.g. office rosters, state bar information, home/cell rosters, etc.)
• Organize and maintain paper and electronic files.
• Assist with caseload transfers including the maintenance of accurate and thorough records regarding transferred cases between firms and departments.
• Organize and track attorney attendance at MCLE trainings and distribute materials prior to the trainings.
• Responsible for obtaining phone numbers and other office equipment for new hires.
• Train new hires in office procedures and provide ongoing training to staff with the approval of the Office Manager or Firm Director.
• Attend and participate in training sessions.
• Possess full competence using the JCATS case management system.
• Open case files, enter information into CLC database, prepare introduction letters and label files.
• Enter time sheet information into databases daily.
• Review JCATS times sheets on a periodic basis to ensure they are inputted accurately.
• Scan documents to be uploaded into database or to be sent electronically.
• Update CLC database with current placement and other information.
• Close case files: label closed files with barcodes, make notations for each closed file in CLC database and logbook.
• Prepare closed files to be sent to archives:
  Box files and label box with barcode.
• Create Excel worksheets with a list of each file and barcode number of files to be sent to Records Company.
• Prepare guardianship letters and forms, adoption referrals, subpoenas, restraining orders, juvenile dependency petitions, custody orders, educational needs forms and other documents as directed by the attorneys.
• File documents, as needed, with the clerk’s office. Coordinate with the office manager or other secretaries when documents need to be filed at a different location.
• Participate in committee meetings and work on committees as needed.
• Complete time sheets on a daily basis and turn them into Admin every pay period.
• Assist Investigator Clerk with Action Requests as needed.
• Performs additional duties as requested by the Associate Supervisor or Firm Director.
• Continuous learning: staying informed and adapting evolving social dynamics to better engage and collaborate with colleagues from all backgrounds.