Legal-Administrative Assistant

Detroit Housing Commission • Detroit, MI

3d • $20 - $25 • Onsite

About The Position

The Administrative Assistant provides high-quality administrative, organizational, and operational support to the Office of General Counsel. This role is essential to the smooth functioning of the legal department and enables attorneys to focus on legal strategy and decision-making by ensuring day-to-day administrative and coordination responsibilities are handled promptly, accurately, consistently, and with discretion.

Requirements

• High School diploma or equivalent
• Three (3) years’ experience providing administrative or operational support in a legal, government, or professional services environment.
• Must have or be able to acquire a valid state driver’s license
• Must pass federal, state, and local criminal investigation clearances, and pass a drug screening test administered by the Commission or its designated provider
• Must be insurable under the agency’s insurance policy
• Knowledge of organization’s structure, policies, and procedures
• Familiarity with document management systems, record retention practices, and FOIA processes.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel), DocuSign, and related office technology.
• Experience coordinating meetings, calendars, and administrative workflows.
• Knowledge of standard office procedures, filing, and standard office equipment, including computer, fax, copier, telephone system
• Knowledge of the principles and practices of automated information systems, and data processing
• Knowledge of Business English; punctuation, arithmetic and spelling
• Knowledge of record keeping methods and procedures
• Knowledge of report preparation techniques
• Knowledge and understanding of file, record and matter management systems
• Steady and composed
• Comfortable working quietly and independently
• Task-oriented with consistent pacing
• Professional, respectful in their communication style
• Reliable and follows through
• Flexible with the ability to quickly adapt to shifting priorities
• Act Independently
• Analyze Situations
• Attention to Details▪
• Communicate Verbally
• Communicate in Writing
• Concentrate
• Empathize
• Identify Problems
• Initiate
• Manage Pressure
• Motivate
• Multi-Task
• Organize
• Problem Solves
• Think Creatively
• Strong organizational and time-management skills with the ability to manage and prioritize multiple tasks with a focus on quality of work and meeting deadlines.
• Strong attention to detail, grammar, and accuracy regarding reviewing and drafting documents as well as analyzing information.
• Self-starter with the ability to complete tasks independently with minimal supervision.
• Sound judgment and discretion in handling sensitive and confidential information.
• Problem-solving skills with initiative and follow-through.
• Clear and professional written and verbal communication skills.
• Ability to work calmly and effectively in a fast-paced, deadline-driven environment.
• Strong interpersonal skills with the ability to interact professionally with staff, leadership, and external stakeholders
• Calculate, compute, summarize and/or tabulate data and information
• Develop and maintain recordkeeping systems and procedures
• Evaluate information against a set of standards
• Exercise sound judgment in analyzing situations and identifying potential problems within scope of responsibility
• Forge strategic partnerships with relevant stakeholders
• Master position-specific software
• Operate a computer to perform various work-related tasks
• Operate standard office equipment
• Perform mathematical calculations with speed and accuracy
• Plan, organize, coordinate, and follow through on work projects to ensure efficiency
• Provide high level, quality customer service both internally and externally
• Read and understand department specific documentation, and policies and procedures
• Research issues using a variety of sources to obtain data and information
• Resolve issues using all available resources
• Respond effectively to sensitive inquiries or complaints
• Work effectively with a diverse group of stakeholders

Nice To Haves

• Associate degree in a related field preferred.

Responsibilities

• Manage incoming and outgoing mail for the Office of General Counsel, including scanning, distributing, and tracking documents as appropriate.
• Coordinate invoicing processes, including receipt, review, routing, and tracking of legal invoices.
• Provide general administrative and assistant support to the legal team, including printing, scanning, copying, and document preparation.
• Maintain calendars for attorneys and the department, including scheduling meetings, deadlines, and reminders.
• Support DocuSign workflows, including preparing, routing, and tracking documents for signature.
• Coordinate and maintain resident legal files, ensuring proper organization, completeness, and accessibility.
• Coordinate and facilitate requests to review resident files, including but not limited to coordinating with the appropriate DHC department for both retrieval and return of the file, promptly and appropriately responding to requests for file review, and scheduling and coordinating review appointments.
• Organize, manage, and maintain legal files in accordance with established record retention, storage, and disposal policies.
• Serve as the liaison for record retention and record storage, coordinating with internal departments and external vendors as needed.
• Support FOIA administrative functions, including logging requests, tracking deadlines, organizing responsive documents, and maintaining records.
• Assist with Board of Commissioners meeting preparation, including compiling materials, organizing packets, and coordinating logistics.
• Support internal meetings by preparing materials, tracking action items, and assisting with follow-up as needed.
• Provide coordination support for department launches, meetings, and internal logistics.
• Serve as a first point of contact for routine IT support needs, coordinating with IT staff to resolve issues efficiently.
• Identify administrative issues or workflow gaps and proactively suggest solutions or improvements.
• Participate in the preparation and submission of the Public Housing Agency Plan
• Performs other related duties as assigned to support the effective operation of the Office of General Counsel.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED