Legal Administrative Assistant / Intake Specialist

California Indian Legal Services Inc•Bishop, CA

11d•$24 - $29•Onsite

About The Position

Founded in 1967, California Indian Legal Services (CILS) is the oldest public interest Indian rights law firm in the country, promoting the fundamental rights of California Tribes and Indians through litigation, legislative and administrative advocacy, community development, and other strategies for systemic change. CILS provides a full range of legal representation to California Indian Tribes and Indian organizations, advocates for the rights of California Indians at the local, state, and national levels, and provides direct services and community education to low-income Native American individuals on issues related to Federal Indian Law. Currently, CILS offers services statewide and maintains four offices throughout California – Eastern (Bishop), Southern (Escondido), Northern (McKinleyville), and Central (Sacramento). This position is in the Eastern Office, located in Bishop, CA. For additional information about CILS, go to our website at www.calindian.org. JOB DESCRIPTION This is a blended role combining Legal Administrative Assistant duties and Intake Specialist duties. The balance of duties may be 50:50 or may vary due to the needs of the office. This blended role works under the supervision of the Directing Attorney. The Legal Administrative Assistant role is devoted to enhancing attorney effectiveness by providing information-management support, administrative and clerical support in a legal office environment. The work is specialized and requires knowledge of - or the ability to quickly learn - the preparation and processing requirements of legal documents, legal terminology, civil procedure and discovery, sources of law and the court system. The Intake Specialist role involves both administrative office and case management work. The major responsibilities of this position are to conduct intakes with potential clients; to ensure that community members receive helpful, efficient information and assistance through the intake process; to work with other staff to develop and implement a variety of outreach strategies to increase community members’ access to legal services; and to provide legal assistance on cases as needed. The ability to maintain client confidentiality is of the utmost importance for this blended position.

Requirements

Experience: minimum 2-3 years in any combination of training and/or administrative experience that provides knowledge, skills, and abilities applicable to the position.
Education: High School diploma or greater
Highly organized and able to analyze and present ideas clearly and concisely.
Demonstrated written and verbal communication skills – ability to communicate empathetically but productively with callers in crisis.
Comfortable with a variety of computer programs and a willingness to learn new technologies and systems.
Ability to work productively and empathetically with individuals from diverse backgrounds.
Ability to take initiative and work independently, as well as part of a team.
Demonstrated interest in Native American rights, public interest law, and/or commitment to working with low-income and other underrepresented clients.

Nice To Haves

Fast learner
Prior legal services experience
Legal / secretarial / administrative or other applicable coursework
Prior intake or customer service experience
Experience working with or living in Tribal Communities
Paralegal certificate or 2-3 years equivalent experience in a law office
Experience with case management systems

Responsibilities

Answer and direct incoming calls to appropriate staff, refer ineligible callers to other resource providers as appropriate and document all calls per program policy and procedures
Greet and maintain professional tact in dealing with or assisting CILS clients, Tribal members, Tribal officials, outside counsel or other CILS visitors
Retrieve, sort and distribute daily mail, faxes, and process outgoing mail. In field offices where staff have hybrid telework schedules, this position may be required to retrieve mail on Mondays and Fridays despite these being typical telework days
Maintain general organization and function of the office, ensuring supplies are stocked and well- coordinated with office staff. Manage office systems including phone and voicemail system, database, mailing and faxing, office supplies and equipment, and coordinate office cleaning to ensure professional, efficient, and timely workflow of day-to-day operations of office
Create, maintain, and organize case and correspondence files including case file tickling with attention to detail and minimal supervision. Conserves attorneys’ time by reading, reviewing, verifying, and routing correspondence, reports and legal documents; drafting simple letters and legal documents; collecting information; initiating telecommunications; organizing attorney- client meetings including preparing attorneys for meetings and court by providing meeting packets and fact summaries, travel arrangements and directions; scheduling couriers, court reporters, witnesses, and other special functions; preparing expense/reimbursement reports; post- meeting/court follow up to ensure calendars, case files and case management system are updated accordingly and timely
Represents attorney by communicating and obtaining information; following up on delegated assignments; willingness to ask for direction yet provide degree of self-motivation and problem solving
Must communicate professionally and maintain a positive rapport with all staff. This position is designed to support all staff in the office
Participate in in-person community education presentations and outreach events; and
Liaison with Principal Office staff related to administrative and operational needs of your field office location
Conducting preliminary interviews with potential clients
Completing intake forms and data entry into case management system
Gathering information on potential legal issues
Presenting intakes at case acceptance meetings with attorneys
Providing referrals to other sources of assistance
Performing follow-up investigation and research
Creating, maintaining, and closing case files
Assisting with grant compliance and reporting
Drafting legal documents under supervision of an attorney; and
Conducting legal research as needed
Accurately record and submit work hours in the case management system, as the role requires, and payroll systems, in compliance with organizational deadlines and policies.
Other duties as assigned.

Benefits

Multiple high-quality, and low-cost medical plans.
100% coverage for the employee and 90% for dependent premiums.
Flexible Spending Accounts for eligible medical/dental, dependent care, and public transportation expenses.
403(b) retirement plan with employer match.
18 paid holidays annually (includes office closure from December 24-January 1).
Vacation time off, starting at 13 days accrued per year.
Sick leave is set at 12 days per year.
Paid leave for jury duty/witness services, Election Day, bereavement.
Free professional development courses and learning opportunities.
Employee Assistance Program with access to free mental health services.
Loan Repayment Assistance Program for eligible attorney positions.
Supplemental insurance, including additional life and disability coverage.