Legal Administrative Specialist - Job at University of Georgia in Athens, GA

Legal Administrative Specialist

Athens, GA

Posted 3 days ago

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Job Description

Posting Details

Posting Number	S12046P
Working Title	Legal Administrative Specialist
Department	Law School-General
About the University of Georgia	Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education (https://www.uga.edu/). The proof is in our more than 235 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,000 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.
About the College/Unit/Department
College/Unit/Department website
Posting Type	External
Retirement Plan	TRS
Employment Type	Employee
Benefits Eligibility	Benefits Eligible
Full/Part time	Full Time
Work Schedule
Additional Schedule Information	Monday-Friday, 8AM-5PM Please note that this position requires in-office attendance for the full work week.
Advertised Salary	$45,500 - $47,500
Posting Date	05/03/2024
Open until filled	Yes
Closing Date
Proposed Starting Date	06/03/2024
Special Instructions to Applicants
Location of Vacancy	Athens Area
EEO Policy Statement	The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).

Position Information

Classification Title	Office/Clerical Lead
FLSA	Non-Exempt
FTE	1.00
Minimum Qualifications	Requires at least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.
Preferred Qualifications
Position Summary	The Legal Administrative Specialist plays a vital role in administrative operations and support for the Veterans Legal Clinic and other Law School Legal Clinics. This individual contributes to the overall success of the clinic programming and services and support for the students and clients, ensures smooth day-to-day operations, and facilitates the efficient delivery of legal services. This role involves exceptional organizational abilities and strong attention to detail.
Knowledge, Skills, Abilities and/or Competencies	Communication Skills: Effective written and verbal communication skills to interact professionally with attorneys, students, clients, and other stakeholders. Active listening skills are essential. Attention to Detail: Meticulous attention to detail in all aspects of work, including document preparation, case/file management, logistics coordination, and calendaring. Technology Proficiency: Proficiency in using standard office software (e.g., Microsoft Office Suite, including Excel, and/or Google Workspace). Ability to adapt to new technologies and learn new software quickly. Proficiency in or ability to learn and/or adapt to legal case management software. Organizational Skills: Excellent organizational skills with the ability to prioritize tasks, handle multiple deadlines, and work efficiently. Confidentiality: Demonstrated ability to handle confidential and sensitive information with utmost discretion and maintain strict confidentiality. Trauma Responsiveness: Ability to communicate and effectively interact in a trauma-responsive manner with people who have experienced early adversity and trauma, including survivors of sexual violence. Knowledge of Legal Procedures: Preferred, not required - Familiarity with and/or willingness and ability to learn legal terminology, court processes, and document management within a legal setting. Understanding of legal research methods and resources is also desirable, but not required.
Physical Demands	Normal office environment. Type and manage files. Sit at a computer for prolonged periods. Run errands as needed. Lift or move up to 20 pounds.
Is driving a responsibility of this position?	No
Is this a Position of Trust?	Yes
Does this position have operation, access, or control of financial resources?	No
Does this position require a P-Card?	No
Is having a P-Card an essential function of this position?	No
Does this position have direct interaction or care of children under the age of 18 or direct patient care?	No
Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications)	Yes
Credit and P-Card policy	Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.
Background Investigation Policy	Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Duties/Responsibilities

Duties/Responsibilities	Legal Assistance Greeting clients; mailing and preparing correspondence to clients, courts, opposing counsel, and relevant stakeholders; and maintaining non-legal communications with clients as requested by legal staff. Conducting initial prospective client screenings and/or intakes via phone or email. Review and indexing of client records (legal, medical, etc.). Collecting, screening, and compiling daily news/google alerts and creating daily digest for the Clinic Director related to clinic work. Provide notary services (notary certification may be obtained after starting position). Assist with records requests and maintaining detailed logs of outgoing and incoming requests/documents; editing letters, memos, and other forms of correspondence and documents for legal filings as requested by legal staff. File legal documents with courts, administrative agencies, and other relevant entities. Coordinate with legal staff to monitor and manage case deadlines, court schedules, and other case-related events and deadlines, including organizing case files, maintaining case databases, and tracking case progress. Coordinate with internal departments, external vendors, and opposing counsel to facilitate case-related activities. Learn and use a customized legal case management database and Google Workspace and/or Microsoft Suite. Assist the Director in all aspects of Clinic management. This position serves as back-up support for other legal clinics as needed.
Percentage of time	40

Legal Assistance

Greeting clients; mailing and preparing correspondence to clients, courts, opposing counsel, and relevant stakeholders; and maintaining non-legal communications with clients as requested by legal staff.
Conducting initial prospective client screenings and/or intakes via phone or email.
Review and indexing of client records (legal, medical, etc.).
Collecting, screening, and compiling daily news/google alerts and creating daily digest for the Clinic Director related to clinic work.
Provide notary services (notary certification may be obtained after starting position).
Assist with records requests and maintaining detailed logs of outgoing and incoming requests/documents; editing letters, memos, and other forms of correspondence and documents for legal filings as requested by legal staff.
File legal documents with courts, administrative agencies, and other relevant entities.
Coordinate with legal staff to monitor and manage case deadlines, court schedules, and other case-related events and deadlines, including organizing case files, maintaining case databases, and tracking case progress.
Coordinate with internal departments, external vendors, and opposing counsel to facilitate case-related activities.
Learn and use a customized legal case management database and Google Workspace and/or Microsoft Suite.
Assist the Director in all aspects of Clinic management.
This position serves as back-up support for other legal clinics as needed.

Percentage of time

Duties/Responsibilities	General Office Management Provide administrative support: Perform a wide range of administrative tasks, including managing calendars; scheduling appointments, meetings, depositions, and other case-related events; and organizing travel arrangements for attorneys and legal staff. Coordination of students' schedules at the beginning of each semester; run weekly hours reports for students' time. Oversee and administer the day to day activities of three different law clinics, including but not limited to management of clinic facilities and equipment, maintenance of trash and recycling, and performing general administrative duties, such as answering phones and relaying detailed messages to legal staff, managing mail/email, photocopying, and maintaining office supplies. Assist Clinic Directors with updating the website and social media accounts through the content management system as necessary.
Percentage of time	30

Duties/Responsibilities

General Office Management

Provide administrative support: Perform a wide range of administrative tasks, including managing calendars; scheduling appointments, meetings, depositions, and other case-related events; and organizing travel arrangements for attorneys and legal staff.
Coordination of students' schedules at the beginning of each semester; run weekly hours reports for students' time.
Oversee and administer the day to day activities of three different law clinics, including but not limited to management of clinic facilities and equipment, maintenance of trash and recycling, and performing general administrative duties, such as answering phones and relaying detailed messages to legal staff, managing mail/email, photocopying, and maintaining office supplies.
Assist Clinic Directors with updating the website and social media accounts through the content management system as necessary.

Percentage of time

Duties/Responsibilities	Budget and Travel Management Manage payment of litigation, conference, travel, and other clinic-related expenditures, including clinic-related expense reimbursement for directors, staff, and students in all three clinics. Coordinate travel arrangements for clinical faculty and staff for clinic-related activities. Familiarity with University of Georgia budgeting and reimbursement procedures. Track financial expenses in legal cases. Assist Director with data collection and tracking of grant or other funded/sponsored projects, reporting of client work, and student hours.
Percentage of time	20

Duties/Responsibilities

Budget and Travel Management

Manage payment of litigation, conference, travel, and other clinic-related expenditures, including clinic-related expense reimbursement for directors, staff, and students in all three clinics.
Coordinate travel arrangements for clinical faculty and staff for clinic-related activities.
Familiarity with University of Georgia budgeting and reimbursement procedures.
Track financial expenses in legal cases.
Assist Director with data collection and tracking of grant or other funded/sponsored projects, reporting of client work, and student hours.

Percentage of time

Duties/Responsibilities	Other Duties Perform other related duties as assigned. Complete special projects in cooperation with clinical directors. This position serves as back-up support for other legal clinics as needed.
Percentage of time	10

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or protected veteran status.

Job Summary

Company

University of Georgia

Start Date

As soon as possible

Employment Term and Type

Regular, Full or Part Time

Required Education

High School or Equivalent

Required Experience

Open