Description
Department Specific Responsibilities
First departmental contact and serves as primary receptionist for visitors.
Screens and directs telephone calls to appropriate staff or assesses issue presented and directs caller to the next course of action (ie: referral, completing intake forms, walk-in emergency, etc.).
Distributes incoming mail and processes outgoing mail.
Assesses new client requests for services, verifies student status and eligibility, checks for conflicts of interest, schedules new assignments among legal interns while maintaining balanced caseloads and matching specific issues with appropriate attorney/intern combination.
Serves as back up for processing matters for opening and closing, recording upcoming court appearances on both file and calendar.
Formats, edits and sends letters, memos, faxes, emails, for staff attorneys and interns; updates files and complex databases accurately and with appropriate coding.
Tracks data and composes complex reports; responds to outside inquiries regarding departmental and University policies and procedures.
Communicates messages to and from various individuals.
Schedules meetings and appointments for attorneys and tracks data relating to hearings and appointments for assessment purposes.
Assists Office Manager with logging, distribution, and processing payment of legal fees from both clients and adverse parties maintaining separation of duties.
Maintains payment logs and monitors balances for payoffs.
Participates in orientation training for new legal intern staff and guides them throughout their internship relating to office policy, protocol and procedures.
Composes intern schedule six times a year and updates regularly as changes occur.
Processes all requests for service by either requesting additional information, referral, scheduling, opening or closing.
Requirements
EDUCATION
Required
High school diploma or equivalent (such as HSED or GED)
Preferred
Associate's degree (preferably in office management or related field. )
WORK EXPERIENCE
Required
Relevant work experience
3 years office experience, preferably in an administrative support role within a legal office strongly preferred.
LICENSES AND CERTIFICATES
Maintains appointment as a Notary Public in the State of Indiana.
SKILLS
Required
Working knowledge and skills to be familiar with the litigation process, court systems, and legal rules. Familiarity with applicable state and federal laws.
Ability to take responsibility and function under minimal supervision.
Excellent verbal and written communication and interpersonal skills required for performing in sensitive and confidential situations with a wide range of people from varied backgrounds.
Well-developed organizational and problem-solving skills, excellent attention to detail and ability to analyze information and exercise independent judgment.
Ability to exercise discretion and maintain confidentiality.
Proficiency with Microsoft Office Suite, Clio Case Management, DOXPOP/MYCASE, Indiana E-File, Adobe Suite and Desktop Publishing software.
Knowledge of IU policies, procedures and online systems, including SIS and IUIE preferred.
Strong technical and communication (written and oral) skills required.
Strong attention to detail.
Ability to set priorities and multi-task.
Ability to work with numerous interruptions throughout the day.
Preferred
Knowledge of University policies and procedures preferred.
