Legal Administrative Assistant-Senior Advocacy Unit

Bay Area Legal Services•Ybor City, FL

8d•Hybrid

About The Position

Bay Area Legal Services (BALS), a nonprofit law firm serving the Tampa Bay area, is hiring a full-time Legal Administrative Assistant for its Senior Advocacy Unit. The position supports attorneys and staff providing legal services to low-income clients through case administration, client intake and communication, document preparation, case tracking, grant reporting, and community outreach. The role is based in Tampa, Florida, with a hybrid schedule of three days in the office and two days remote. Duties include organizing and maintaining case files, interviewing applicants and establishing preliminary eligibility, documenting case activities in Legal Server, processing referrals and conflict checks, retrieving court records, tracking correspondence and deadlines, and assisting with court-related filings and client requirements. The assistant also prepares and proofreads documents, schedules meetings and interpreters, supports case closure and compliance processes, gathers grant-reporting data, handles general administrative tasks, and arranges outreach events in Pasco County to inform underserved communities about available services.

Requirements

High school diploma or GED, plus three years of administrative assistant experience, including at least one year in a Legal Administrative Assistant or Legal Administrative Support position (external applicants).
Intermediate proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.
Excellent written and verbal communication skills.
Strong attention to detail and ability to meet deadlines.
Ability to interview clients to determine essential facts and issues concerning the nature and severity of their legal problems.
Ability to work responsibly and independently, contribute as a team member, and manage case files and data.
Ability and willingness to work closely with staff on clients’ legal problems and accept supervision and instruction.
Sympathetic and compassionate understanding of the social, economic, and legal issues faced by low-income individuals with limited access to services.
Ability to relate well and effectively with diverse groups and individuals.
Internal applicants: At least one year with Bay Area in both the CTI intake screener and Receptionist/intake positions, or at least six months with Bay Area in the listed positions and one year of administrative assistant experience.

Nice To Haves

Bilingual in English and Spanish.
Experience with a nonprofit organization.
Demonstrated success working as an effective team member.

Responsibilities

Organize case openings and maintain case files in compliance with grant requirements.
Interview applicants for legal assistance and establish preliminary eligibility.
Document case activities in Legal Server.
Receive and process referrals, perform conflict checks, search and download online court records, and forward materials to attorneys.
Log incoming mail and track deadlines and court dates.
Schedule translators and interpreters and prepare payment for their services as needed.
Log and track client court-ordered classes, deadlines, disclosures, and updated financial affidavits.
Draft simple pleadings, notarize documents, and e-file pleadings.
Assist with correspondence and phone calls, and prepare and proofread documents for submission.
Prepare closing letters and client evaluation or satisfaction surveys; complete closing checklists and LSC compliance checklists; and close briefs and files in the case management system.
Provide case-tracking results and gather data for grant reporting, including LSC, VOCA, SAFENET, and LHK reporting.
Perform administrative support tasks such as copying, distributing and preparing mail, maintaining hard-copy files, and handling phones and faxes.
Arrange community outreach events in Pasco County to educate underserved communities about available services.
Track and compile case information, enter information into the case management system, run grant reports as needed, prepare documents from attorneys’ drafts, schedule meetings, and assist clients with applications for eligibility review.