Legal Administrative Assistant-Centralized Telephone Intake Unit (Full-Time)

Bay Area Legal Services is seeking to fill a full-time Legal Administrative Assistant position on their Centralize Intake Team.

This is an administrative assistant position involving clerical and technological work scheduling and supporting the program’s centralized telephone intake services (CTI). Provides general administrative support duties, in addition to composing general correspondence, record keeping, and date collection and grant reporting requirements etc. Provides other general project support as needed. It requires excellent organizational and problem-solving skills, and an exceptionally high degree of initiative and independence in carrying out assigned duties.

Office Location

Ybor City
1302 N 19th Street
Suite 400
Tampa, FL 33605

This position is hybrid, 3 days in office and 2 days remote.

Illustrative Duties:

• Obtain appointment schedules from telephone intake attorneys and paralegals monthly and open appointments in Legal Server to assist screeners with accurate scheduling to meet team and grant funding requirements.
• Serve as point-of-contact for CTI advocates working within and outside the Tampa office to provide assistance and follow-up with collecting and processing applicant and client paperwork, completing closing letters for the Florida Senior Legal Helpline (FSLH) and other CTI correspondence, and processing Legal Aid Line referrals.
• Serve as screener point-of-contact to receive and upload DPOAs, distribute to proper Team for review, and approval. Track DPOA requests to ensure they are reviewed timely. Follow up with Teams as necessary.
• Collect, organize and file administrative paperwork by utilizing eFax and email.
• Design illustrations and instruction manuals for training, create PowerPoint presentations to showcase services to funders, and any other creative projects requested by CTI Team Leaders.
• Work with the FSLH Team Leader to prepare quarterly FSLH billing reports and other periodic referral and statistical reports as needed.
• Learn the functions performed by the CTI Screeners to provide back-up support if needed.
• Assist with onboarding new attorneys and screeners by updating and providing new hire documents.
• Order supplies for the CTI team.
• Set up CTI Team Meetings on ZOOM, send invites and agenda as requested (including but not limited to LAL, FSLH, CTI and Screener Meetings)
• Update FSLH website and relevant FSLH document automation– upload current, relevant mailouts on both as needed.
• Maintain CTI manual and screener/guides.
• Maintain CTI Team calendar and assist with tracking screener attendance.
• Perform other duties assigned by the FSLH and Legal Aid Line Team Leaders as appropriate.
   

Minimum Qualifications:

• High School Diploma or Equivalent Certificate of Completion (GED)
• Minimum 3 years of experience as Admin. Assist. and 1-year Legal Admin. Assist. or Legal Admin Support position.  
• Knowledge of legal processes, documents, and terminology.
• Intermediate level proficiency with Microsoft Office Word, Excel, and Outlook as well as high level of proficiency working with Zoom. Demonstrated ability to work in a team setting and to communicate well with others.
• Demonstrated ability to organize and prioritize office and work responsibilities.

Desirable Qualifications:

• Experience with non-profit organization a plus
• Associates Degree (AA)

Compensation/Benefits: 

• Starting hourly rate for external applicants is $23.15/hr. (increases based on relevant experience).  
• Reimbursement for travel expenses for work events (mileage etc.)
• Bay Area offers a comprehensive benefit package including a 4% match for the 403b retirement plan with immediate vesting as well as Medical, Dental, Vision, Life, Disability coverage and more.
• Bay Area also offers generous time off and work life balance with 13 paid holidays and three (3) weeks’ vacation for the 1st year of employment and a 37.5 hour work week.

See a list of all full-time and part-time employee benefits.

This position requires successful completion of a level II background screening based on the required duties and responsibilities.

How to Apply:  

• Send Resume and cover letter to recruiting@bals.org
• Include where you applied for this position (ex: bals.org, LinkedIn, Indeed, etc.).