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Administrative Assistant
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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.
Essential Functions:
- 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.
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