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LEGAL AID SOCIETY
OF NORTHEASTERN NEW YORK
LEGAL SECRETARY General (Filing, Supplies)
Position: Legal
Secretary located in the Albany office of the Legal Aid Society of Northeastern
New York primarily supporting a unit of legal staff, attorneys and paralegals
and the operation of the Albany office. The LASNNY Albany office provides free
legal assistance in civil legal matters to low income residents of Albany,
Rensselaer, Schenectady, Columbia and Greene Counties. LASNNY's mission is to secure basic needs,
protect and preserve legal rights, provide equal access to justice and seek
fairness and dignity for our clients.
Responsibilities:
Perform
secretarial, clerical and administrative functions necessary to the effective
representation of clients and the administration of a multi-advocate unit in
the Albany office, such as preparation of legal documents, non-legal work
product, mail sorting, entering reminders in case management system, and
assisting in communication between clients, courts, adverse parties and legal staff. Maintain
courteous and professional contact with clients, opposing counsel, courts and
agencies. Assist
legal staff in maintaining client contact and gathering relevant client
documents. Assist legal staff
in performing legal and administrative tasks effectively and efficiently. Provide
administrative, record keeping and reporting support for legal staff and work
to complete necessary client forms, paperwork, data entry and grant
reporting. Perform
substantial back-up receptionist duties.
Operate a complex multi-line telephone system and greet customers and
visitors. Provide additional support
for LASNNY client phone intake system. Work closely with legal secretary
primarily responsible for phone and intake system, other legal secretaries,
Deputy Director of Strategic Operations and Managing Attorneys to ensure that
intake system runs smoothly and effectively.
Respond to
requests for assistance and conduct intake interviews to quickly determine
eligibility and the general nature of the legal problem and make initial
determination of programmatic eligibility and case assignment. Substantial
computer responsibilities, including data entry in grant-specific data bases,
including data entry in LASNNY case management system and other spread sheets
necessary to maintain required case and administrative information. Ensure
timely and accurate data collection and reporting by legal staff. Troubleshoot
reporting problems. Run reports and correct data as needed. Provide
support for outreach, trainings or clinics that unit or other LAS advocates may
deliver. Assist
in grant reporting as requested. Order,
organize and store Albany office supplies. File
Albany office closed case files and maintain on-site Albany office file
storage. Enter
data in LASNNY case management system. Provide
legal secretarial, clerical and administrative support to other LASNNY staff as
assigned or needed. Be
a notary public and perform such duties as needed. Qualifications:
Minimum
three years prior secretarial experience, with preference for legal secretarial
experience. Experience in
managing a multiple line phone system utilized for responding to requests for
assistance from the public and following multiple rules and protocols for
securing detailed information from callers and determining appropriate
response, and contemporaneously entering information obtained and responses
provided in computer data base. Must
be willing to learn LASNNY case management program and grant reporting
requirements, forms and reporting tools.
Must
have strong computer skills and experience in utilizing spreadsheets,
performing data entry, reporting and running reports in databases. Preference
for experience in managing a data base or other reporting systems and being
responsible for producing accurate reports.
Must
be responsible, reliable, punctual, flexible, intelligent, detail oriented,
careful, well organized, able to prioritize and think independently, and
understand and apply a wide variety of policies and rules. Must be able to work collaboratively in a
fast paced environment. Must
have strong communications skills and sensitivity to low income persons. Must
be proficient in Microsoft Office and type 50 WPM. Must
have vehicle and clean drivers' license and must be willing to travel as needed
primarily in the five counties served by the Albany office and occasionally
within the 16 county service area. Must
be willing to work reasonable overtime when requested. Preference for
prior experience transcribing from both written copy and dictation
equipment. Preference for
experience in managing a data base or other reporting system and responsibility
for producing accurate reports. Ability
to speak Spanish is a plus. Salary: $27,491 - $35,036 DOE. We are a unionized program with excellent
fringe benefits. Closing Date: April 30,
2018 To apply, please go to www.lasnny.org OR 1) Complete the Application linked here, or the mobile-friendly application linked here 2) Complete the Demographic
Survey linked here No applications will be accepted without a cover
letter and resume. We are Equal
Opportunity/Affirmative Action employer.
Minorities, women, LGBT persons, the elderly, applicants and recipients
of public assistance and people with disabilities are strongly encouraged to
apply.
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