Job Summary

Duties & Responsibilities

• Screens calls and greets visitors, answers telephone, responds to emails, takes messages and/or relays calls to appropriate staff members. Determines needs and personally handles routine inquiries, requests, or problems; maintains office area including keeping displays, bulletin boards, and electronic message boards up-to-date.
• Facilitates intake and scheduling of legal appointments through the Clio case management system and schedules other appointments/meetings when time, place, and participants are specified.
• Creates, updates, revises, retrieves, and archives records and files within an established filing system, which include confidential materials.
• Prepares legal documents for filing or e-filing in Court.
• Retrieves, sorts, opens, and distributes incoming mail/packages and prepares outgoing mail (weighs envelopes/parcels, applies postage, proofreads documents and corrects errors).
• Keyboards documents such as correspondence, reports, manuscripts, and similar materials with responsibility for determining the format and correcting errors in grammar and syntax; transcribing and/or recording narrative material in final form.
• Prepares supply orders, issues office supplies and maintains records of supplies used in a unit; maintains inventory log and assigns keys and/or equipment to staff; tracks, orders, receives and distributes office supplies; assists with periodic inventory checks and/or updates.
• Monitors and provides updated information for the website.
• Performs other related duties as assigned.

Minimum Qualifications

• High school diploma or equivalent.
• Any one or combination totaling eighteen (18) months from the categories below:
  • College coursework in any curriculum as measured by the following conversion table or its proportional equivalent:
    • 30 semester hours equals one (1) year (12 months)
    • Associate’s Degree (60 semester hours) equals eighteen months (18 months)
      
  • Work experience performing office/clerical activities, including the use of computer systems.

Knowledge, Skills and Abilities

• Superior interpersonal communication skills and a desire to work with students, faculty, and staff across campus.
• Understanding of office protocols, procedures, and policies in a legal setting and perform routine support tasks in that setting.
• The ability to operate a variety of office equipment, and the ability to operate computer systems using word processing, database, and software packages.
• Proficiency with Microsoft Office (Outlook, Word, Excel, etc.), Microsoft Teams, and other office applications, such as Zoom.
• Ability to become proficient in the operation and use of legal case management software Clio Manage and online scheduling software Clio Grow.
• Excellent written and verbal communication and interpersonal skills. Strong command of grammar, spelling, and composition.
• Ability to work independently, prioritize daily duties, and exercise good judgment in order to analyze and investigate a variety of questions.
• Ability to complete assignments/projects in a timely manner.
• Excellent critical assessment and decision-making abilities (considering the relative costs and benefits of potential actions and choosing the most appropriate one).
• Excellent time management, organization skills, and attention to detail. Capacity to work effectively and efficiently with a wide variety of people in a busy student-focused office.
• High ethical standards, integrity, confidentiality, professionalism, politeness, and courteousness.
• Ability to employ excellent customer service skills and leadership skills.
• Exercises excellent judgment and discretion, especially in handling of confidential and/or sensitive information.
• Ability to work effectively with a diverse community.
• Ability to adapt to change.
• Ability to meet frequent deadlines and handle student, staff and building emergencies in a calm manner.