Legal Secretary II

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Legal Secretary II
The candidate will coordinate administrative processes and prioritize, direct, and respond to business matters involving administrative functions associated with education, research, and/or operations. Will create and maintain associated documents, spreadsheets, databases, meetings, special events, etc. and alert supervisor of critical issues and upcoming events. Responsible for the day-to-day operation and coordination of the Children and Family Justice Center. Prepare and edit legal documents, correspondence, scholarly articles, and confidential reports. Provide bilingual interpreting and translation services in Spanish for clients and inquiries. Draft routine motions; arrange for filing and service; format briefs (including pagination, table of authorities, cite checking, appendices). Obtain and scan records on appeal; prepare necessary paperwork for court reporters and courts for fee reimbursement. Collect and monitor attorney feedback and other evaluations for clinic classes. Maintain course management system for assigned attorneys. Update course packs for clinic classes. Process requests for rooms, equipment, and food/beverage. Keep calendar of events, due dates, etc. - track attendance, etc. Maintain appointment schedules and calendars for supervising attorneys. Other general office duties such as mailing, faxing, copying, filings, and transcription. Set up and maintain files organized chronologically, numerically and/or by subject matter. Approve appropriate expenses, purchases and reimbursements per budget. Create and maintains financial records. Prepare forms. Verify appropriateness and accuracy of charges. Process and reconcile expenses, accounting transfers, and/or appropriation changes. Update financial transaction spreadsheets and databases. Generate summary reports and statistics. Prepare and process all travel and other expense reimbursements for faculty, fellows and students including foreign and domestic travel. Prepare and process all expense and event invoices, check requests and petty cash requests. Purchase books and other supplies as needed. Manage registration and travel. Organize and coordinates events that may include creating timelines. Collect agenda items and background materials. Coordinate complex itineraries involving domestic and/or international travel, etc. Verify invoices and expense reports; and/or reconciles to budget. Assist supervising attorneys in onboarding students. Assist students with their client casework that includes training and advising new students each semester on creating and preparing legal documents (e.g. briefs, exhibits, discovery materials, notices, certificates of service, tables of authority, affidavits, researching/understanding court rules, etc.). Provide students with administrative support in preparing correspondence, mailings, court filings, prison visits, and legal phone calls. Assist students in making equipment reservations, room reservations, travel reservations, and car rental reservations. Provide students with limited IT support, translation services when appropriate, and serve as intermediary in communications between the faculty and students for all course and client related matters. Collect work from students and integrate it with that of their supervising attorney(s). This includes reconciling various document versions from multiple students, faculty members and external co-counsel. Collect journal reflection pieces from students twice each semester. Provide a variety of administrative support for student services such as recruitment; admissions; applications; curriculum; and program evaluation. Review administrative processes and procedures regarding student services and recommends changes. Process conflict and other intake forms for CFJC. Maintain hardcopy and electronic version of all client files. Data entry of all new and closing client case file information into the case management system, and produce monthly reports for the Clinic Operations Coordinator. Manage and maintain files and offices of assigned attorneys. Keep offices and files orderly. Independently respond to and compose correspondence. Create and maintain standard spreadsheets and/or databases. Prepare queries, reports, statistics, tables, charts, etc. based on information compiled from various sources. Determine format, elements, trends, etc. Cover lunches and breaks in the reception area as needed. Provide professional and helpful customer service. Perform other duties as assigned.

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