Administrative Legal Assistant/Intake Legal Assistant, PLC Prince George B014-26

Legal Aid BC•Prince George, BC

12d•CA$56,845 - CA$64,857•Hybrid

About The Position

Legal Aid BC is seeking an Administrative Legal Assistant/Intake Legal Assistant for a regular full-time position in Prince George. This role involves providing administrative and legal administrative support to the Department, Managing Lawyer, Lead Lawyer, Staff Lawyer, roster lawyers, and/or Paralegal/Advocate. A key part of the role is providing front-line services to the public for in-person, online, and telephone legal aid programs, including intake services, providing legal information, and assessing eligibility and suitability for services. Legal Aid BC is committed to embedding Truth and Reconciliation, and Equity, Diversity, and Inclusion in all aspects of its work and seeks talent from equity-seeking groups. Preference will be given to applicants of Indigenous Ancestry.

Requirements

Grade 12 education supplemented by completed Legal Administration courses or program
Completed courses in Law, Sociology or related disciplines
Minimum of 5 years of Administration experience in a law environment
Minimum of 1 year of Intake experience
Demonstrated ability to communicate effectively by active listening, asking questions, and reading to obtain relevant information; to communicate positive or negative information both verbally and in writing, in a tactful and empathetic manner, to internal and external audiences
Demonstrated ability to provide quality customer service in a timely and professional manner while exhibiting diplomacy in a stressful and deadline-driven environment
Demonstrated ability to act as a representative of the organization by assuming responsibility for providing courteous, empathetic, knowledgeable service to meeting the expectations of clients and service providers
Demonstrated ability to proactively identify and analyze problems and make decisions within policy, procedures, and guidelines while exhibiting sound judgment and using discretion where required
Demonstrated ability to establish and maintain professional and effective relationships with co-workers, clients, external agencies, and service providers in an environment which includes competing demands, sensitive issues and potential conflict
Demonstrated ability to both independently and within a team environment, plan, coordinate, organize and prioritize a diverse, high-volume workload to effectively multi-task and meet deadlines, changing demands and priorities while maintaining accuracy in order to achieve goals and objectives
Demonstrated ability to train, orient, motivate, and provide guidance, and act as a resource to others
Knowledge of court and tribunal procedures
Working knowledge of Family and Child Protection Law rules and procedures and understanding of impact of family violence
General knowledge of methods available to stay current with Family and Child Protection Law and procedure changes
Ability to work effectively with a wide range of people including those with low incomes, physical / emotional disabilities, limited literacy, or otherwise disadvantaged
Ability to practice cultural competency using extensive knowledge of Truth & Reconciliation and Equity, Diversity & Inclusion
Ability to recognize, de-escalate and diffuse stressful or escalated situations and deal with people in a sensitive and respectful manner
Ability to manage confidential and sensitive information including obtaining consent for sharing
Must have strong desire and ability to assist disadvantaged people including those with low incomes, physical/emotional disabilities, addictions, limited literacy, or with multiple barriers
Awareness of local cultural diversity and knowledge of community resources, including Indigenous groups and agencies
Understanding of current issues and government laws/policies affecting Indigenous communities
Understanding of traditional native justice concepts, alternative measures, mediation and diversion practices
Ability to communicate and relate to Indigenous people and their communities, with sensitivity to cultural and Nation differences
Understanding of the structure and history of Indigenous communities within BC
Demonstrated ability to type 45 words per minute (wpm)
Working knowledge of English grammar and spelling
Basic Working knowledge of database systems
Intermediate Working Knowledge of MS Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint)
Fluent in hybrid working environment and leveraging Zoom and Microsoft Teams to conduct work
Employment is conditional upon completing and obtaining clearance from the following: Criminal Record Check (CRC) in accordance with the Criminal Records Review Act, Security clearance check by BC Corrections including a Canadian Police Information Computer (CPIC) system check

Nice To Haves

Skills testing may be required based on qualifications, such as Microsoft 365 (Office Suite) – Word, Excel, Outlook, PowerPoint, Spelling, Typing, and Written Assessment.

Responsibilities

Coordination of the day-to-day running of the program operations.
Assist with the implementation and delivery of the program.
Provide input to and maintain program processes, policies and procedures, create and maintain manuals, and records management.
Process and maintain program data, databases, data input and reporting.
Maintain quality control of operating policies established by the lead lawyer and program team.
Draft and produce routine correspondence and legal documents.
Answer telephone inquiries, provide information on services offered or direct to other community resources.
Provide administrative support to the Department, Lead Lawyer, Managing Lawyer, Staff Lawyer, roster lawyers and/or paralegal/advocate(s) including ensuring time keeping is entered into systems.
Order pamphlets and office supplies, call for equipment repairs, and maintain library material.
Develop and maintain filing system, including storage and destruction.
Develop and maintain client file lists, and client records in the database and other LABC systems.
Provide required documents to lawyers, clients, and other external contacts as required and respond to follow-up requests and or problems regarding referrals and contracts.
Maintain a “bring forward” system, limitation diary, calendar, and calendar shared with roster, Staff, Managing and/or Lead Lawyers.
Maintain and reconcile petty cash fund; remit for reimbursement.
Orient, train, schedule, and provide guidance to new and casual staff and roster lawyers as required.
Open, process, maintain and close case files.
Contact lawyers to arrange services, make referrals and issue contracts to private bar lawyers, or other agencies.
Book appointments for the lawyer(s) and/or paralegal/advocate(s), coordinate scheduling of client appointments, maintain and update the calendar shared by lawyers, contact lawyers to arrange client services.
Enter data into LABC client database and process and issue contracts.
Monitor the message centre and respond to client enquiries and messages.
Provide an empathetic, non-judgmental, open-minded and person-centered approach aimed at building trust with clients in order to identify legal issues and urgency, meeting them where they are at.
Practice active listening, non-violent communication, non-violent crisis intervention and de-escalation techniques in order to achieve communication and information sharing with clients facing barriers to accessing legal services through a lens of Truth & Reconciliation and Equity, Diversity & Inclusion.
Use trauma informed, anti-oppressive and culturally sensitive approach to complete client intake by obtaining client information to complete legal aid application.
Interview clients in person and by phone to answer enquiries, analyze and clearly identify client’s legal issue(s), urgency of issue and communicate legal information / verified legal advice.
Identify client’s needs and circumstances and decide on course of action, including completion of intake application, provide legal information, redirect to other LABC or community resources.
Determine coverage and assess eligibility for legal aid based on legal aid coverage policies and guidelines.
Explain LABC coverage and financial eligibility criteria.
Keep current and be familiar with changes to policies, processes and procedures that affect clients’ eligibility to Legal Aid.
Determine if eligibility criteria can be waived based on current circumstance and past practice, as well as discuss and provide recommendation to supervisor in more complex situations.
Communicate decisions on legal aid application and provide rationale for decision of legal aid applications that are not approved.
Refer complex applications and matters to supervisor.
Perform other related duties as required.

Benefits

Four weeks paid vacation to start that grows the longer you are with LABC
An excellent employee benefits package, where premiums are 100% paid by LABC
A generous defined benefit pension plan
Support for training and development
An Employee and Family Assistance program
The opportunity to participate in various Employee programs (Employee Wellness, etc.)
Support for a healthy work/life balance
Generous leave provisions (sick time, special leaves)
13 paid statutory holidays
An opportunity for a flexible hybrid work arrangement for some positions
Transit friendly employer for eligible staff to have their commute subsidized
Dog-friendly offices
Dedicated Cultural Leave provisions for Indigenous employees
An Equity, Diversity and Inclusion Council, and Indigenous employees Council and Accessibility Committee of employees from equity-seeking groups that advises on ongoing improvements and investments in Equity, Diversity and Inclusion at our workplace