Back to jobs
Job Description
35% - Specialized Administrative Support:
- Administer, adapt, and maintain the case management system.
- Perform case initiation tasks including sending and receiving applications or court appointment documents, performing conflict checks, entering client, witness, and other party information into database, creating client files, uploading intake information, obtaining records and discovery and uploading the same into the system, and securing all necessary information from prospective clients and outside parties (courts, outside lawyers) to enter and upload into.
- Maintain the integrity of the client files and the office calendar for deadlines and docketing of cases.
- Must be able to create or change custom fields within, as necessary.
- Attend online training sessions and participate in improving and updating electronic case management processes as new features are released.
- Utilize billing to prepare invoices for the Board of Indigent Defense Services for cases in which the Clinic is appointed counsel.
- Track all billable hours, keep track of contract caps and when the caps are exceeded and additional funds need to be requested from the district court as an exceptional case.
- Perform litigation support including conducting initial case screening and obtaining initial case intake information.
- Communicate professionally in properly formatted written correspondence and email communications with court personnel and outside stakeholders; format and proofread legal documents as directed.
- Manage office calendars in accordance with legal ethical requirements.
- File documents with municipal, state, and federal courts using electronic filing systems and paper filing when required.
- Communicate with court clerks and personnel regarding case appointments, dockets, and scheduling, and maintain updated knowledge of court filing systems and rules through collaboration with attorneys.
- Assist with court preparation as needed.
- Maintain front office presence to communicate professionally in person and over the phone; provide appropriate referral and resource information with clients the clinics cannot serve; maintain community resource and referral network information for visitors and law students to use when connecting clients with outside agencies; supervise student worker who may provide front desk support at times.
- Assist the Director and supervising attorneys by helping to coordinate with attorneys and student interns, including tracking student time, preparing reports, participating in staff meetings, and working with the client files within.
- Assist with managing workflow and litigation.
- Assist with supervision of student interns by teaching office procedures, proper use of, and maintenance of client files both electronically, and if necessary hard copies.
- Prepare and maintain classroom materials, office manuals, and Canvas educational site.
- Coordinate with IT for updates and repairs to phones, computers, and copier system as needed.
- Assist with intern application, 715 license application preparation, and enrollment.
- Serve as the initial point of contact for Project and Legal Aid Clinic inquiries and review and route inquiries as appropriate.
- Manage incoming and outgoing correspondence and forward applications to potential clients.
- Oversee reception and phone activities. Screen calls from clients, the public, and family members. Schedule appointments and manage office calendars.
- Maintain supply inventories and perform other duties as assigned.