Legal Operations Analyst (Hybrid)

Bay Area Legal Services seeks to fill a full-time Legal Operations Analyst.

The Legal Operations Analyst is a member of the firm’s Operations Team. This position is an independent, professional position responsible for increasing the firm’s ability to serve their clients more effectively by applying business and technical knowledge and practices to the delivery of legal services. The position’s functions and duties include a strategic focus on the firm’s legal operations, primarily document automation, process improvement, and knowledge management, that will enable attorneys to focus on providing legal advice to clients, paralegals to focus on providing legal information to clients and support attorneys, and legal assistants to focus on providing support to their team and support to clients. The Legal Operations Analyst will support all staff who are facilitating or directly providing legal services to low-income clients. This position reports to the firm’s Business Project Manager.

NOTE: Year one priority will be to focus primarily on document automation and related activities.

Office Location

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

Illustrative Duties

Document Automation (40%):

• Lead, administer, and create document automation solutions using document automation software
• Design and create document automation process solutions for legal teams (attorneys, legal assistants, etc.)
• Train internal users on how to use and master document automation tools
• Conduct testing, user research, and quality assurance to continuously improve document automation solutions
• Create, maintain, and update document automation solutions that are efficient and easy to understand
• Establish metrics and standard reports for document automation performance and evaluation
• Work with legal teams to design and create guided interviews to generate legal documents and forms for external users such as self-represented litigants

Process Improvement (40%):

• Identify, lead, and deliver process improvement initiatives to deliver efficiencies, benefits, and value to legal teams and clients
• Use project management, and/or Lean and Six Sigma methodologies to manage process improvement initiatives from conception through to completion
• Document and monitor legal processes, activities, metrics, and standard operating procedures across all teams.
• Conduct assessments of legal processes, document and present recommendations, and provide a detailed assessment of cost, benefits, and risks
• Work with legal teams and other stakeholders to understand and assess current practices, design and deliver an efficient and effective process solutions
• Develop and deliver process improvement training to staff
• Cultivate and support a cultural change of continuous improvement

Knowledge Management (20%):

• Lead, manage, and create a knowledge management function to increase collaboration and communications across legal teams and legal staff
• Create and deliver knowledge management systems to coordinate and deliver the flow of information and data, and break down silos
• Create standard operating procedures (SOPs) to ensure consistency and compliance
• Train and assist legal staff with knowledge management processes, systems, procedures, etc.
• Cultivate and support a culture of collaboration
   

Minimum Qualifications

• Associates degree in paralegal studies, business administration, or similar field; and a minimum of 2 years of equivalent legal operations experience in the same or similar role.
• 3 years’ experience as a legal assistant or paralegal
• Minimum 1 year experience with:
  • Document automation tools (i.e., Gavel, Docassemble, HotDocs, or similar tools)
  • Legal processes, documents, and forms
  • Case management software (i.e., LegalServer, Clio, MyCase, Rocket Matter, etc.)
  • Experience with managing projects
  • Project management principles
• Exceptional organizational skills, prioritization skills, attention to detail, and ability to meet deadlines
• Excellent written and verbal communication skills
• Ability to confidently interface with all levels of staff including executives, managers and staff; in addition to board members, contractors, volunteers, and other outside parties.
• Proficient in business applications such as Microsoft Word and Excel, SharePoint, and Zoom
• Demonstrated ability to work independently and with a team
• Ability to work in-person and virtually with a diverse group of people and stakeholders in multiple locations
• Excellent analytical, problem solving, critical thinking, organization, and time management skills
• Ability to build effective partnerships with a broad range of stakeholders
• Desire to work with and understand vulnerable populations accessing civil legal aid services
   

Desirable Qualifications

• Bachelor’s degree in business administration, legal studies, or similar fields; or equivalent legal operations experience
• 5+ years’ experience in a legal operations or legal project management role or similar position
• PMP or CAPM certification, and/or Lean Six Sigma certification (Green/Yellow Belt) or similar certification
• Proficient and proven experience with:
  • Family law and/or housing law legal processes, documents, and forms
  • Creating workflows/flowcharts/process maps for legal processes and relevant documentation
  • Using case management software LegalServer
  • Using document automation tool Gavel
  • Using project management and communications tools (i.e., Airtable, Asana, Slack, etc.)
  • Leading multiple projects and teams
• Experience working in a nonprofit organization or law firm.
• Solid technical background
   

Compensation & Benefits

• Minimum salary $60,775 (increases based on relevant experience).
• Comprehensive benefits package: 4% match for the 403b retirement plan with immediate vesting; Medical, Dental, Vision, Life, Disability coverage; and more
• Generous time-off and work-life balance: 13 paid holidays, 3 weeks’ vacation for the 1st year of employment, paid parental leave (for birth or adoption of a child) and 37.5-hour work week
• Reimbursement for travel expenses (mileage, etc.)

See all benefits for full-time and part-time employees here: https://bals.org/careers#benefits

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

How to Apply

• Send a resume, cover letter, and links/attachments to writing samples or other resources you have developed to recruiting@bals.org.
• Include where you applied for this position (ex: bals.org, LinkedIn, Indeed, etc.).

Bay Area legal Services is an equal opportunity employer. Qualified applicants will be considered without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality, sex, or veteran.