POSITION: Legal Secretary located in the Albany office of the Legal Aid Society of Northeastern New York with 50 % of the position supporting the Director of Development and Communications and 50 % of the position dedicated to supporting a small unit of legal staff, attorneys and paralegals and the operation of the Albany office. The LASNNY Albany office provides free legal assistance in civil legal matters to low income residents of Albany, Rensselaer, Schenectady, Columbia and Greene Counties.
The Legal Aid Society of Northeastern New York fights for fairness, dignity, and justice for those living in poverty and for a society which is inclusive and equitable for all. We transform lives, build community and empower people by using the law to address individual and systemic wrongs and inequities.
- Provide administrative support to the Director of Development and Communications:
- Participate in fundraising activities, including donor and public relations, direct mail appeals, and special events.
- Handle administrative details for special events, the annual appeal and other fundraising campaigns, including guest lists, invitations, registration, and event logistics, and appeal letters.
- Maintain, update and correct data base and foundation, corporation, law firm and individual donor files.
- Create and prepare fundraising, data base and other reports under the direction of the Director of Development and Communications.
- Process donations, prepare acknowledgement letters and other correspondence and answer donor inquiries.
- Prepare media materials for distribution.
- Assemble media or donor materials for events and meetings.
- Provide administrative support to various fundraising committees, such as meeting notices, agendas, minutes.
- Perform secretarial, clerical and administrative functions necessary to the effective representation of clients and the administration of a multi-advocate unit and the Albany office, such as preparation of legal documents, non-legal work product, mail sorting, entering reminders in case management system, and assisting in communication between clients, courts, adverse parties and legal staff.
- Maintain courteous and professional contact with clients, opposing counsel, courts and agencies.
- Assist legal staff in maintaining client contact and gathering relevant client documents.
- Assist legal staff in performing legal and administrative tasks effectively and efficiently.
- Provide administrative, record keeping and reporting support for legal staff and work to complete necessary client forms, paperwork, data entry and grant reporting.
- Perform shared back-up receptionist duties. Operate a complex multi-line telephone system and greet customers and visitors. Work closely with other legal secretaries, serving as additional support for LASNNY client phone intake system. Work closely with legal secretary primarily responsible for phone and intake system, other legal secretaries, Deputy Director of Strategic Operations and Managing Attorneys to ensure that intake system runs smoothly and effectively.
- Respond to requests for assistance and conduct intake interviews to quickly determine eligibility and the general nature of the legal problem and make initial determination of programmatic eligibility and case assignment.
- Substantial computer responsibilities, including data entry in grant-specific data bases, including data entry in LASNNY case management system and other spread sheets necessary to maintain required case and administrative information. Ensure timely and accurate data collection and reporting by legal staff. Troubleshoot reporting problems. Run reports and correct data as needed.
- Provide support for outreach, trainings or clinics that unit or other LAS advocates may deliver.
- Assist in grant reporting as requested.
- Enter data in LASNNY case management system.
- Provide legal secretarial, clerical and administrative support to other LASNNY staff as assigned or needed.
- Be a notary public and perform such duties as needed.
- Associate’s or bachelor’s degree
- Minimum ten years prior secretarial experience, with preference for legal secretarial experience or 10 years experience in an administrative position, preferably in a nonprofit development office
- Experience in managing a multiple line phone system utilized for responding to requests for assistance from the public and following multiple rules and protocols for securing detailed information from callers and determining appropriate response, and contemporaneously entering information obtained and responses provided in computer data base.
- Excellent verbal and written skills and interpersonal skills
- Must be willing to learn LASNNY development and case management programs and grant and development reporting requirements, forms and reporting tools.
- Must have strong computer skills and experience in utilizing spreadsheets, performing data entry, reporting and running reports in databases.
- Must have experience in managing a data base or other reporting systems and being responsible for producing accurate reports.
- Must be responsible, reliable, punctual, flexible, intelligent, detail oriented, careful, well organized, able to prioritize and think independently, and understand and apply a wide variety of policies and rules. Must be able to work collaboratively in a fast-paced environment.
- Must have strong communications skills and sensitivity to low income persons.
- Must be proficient in Microsoft Office and type 50 WPM.
- Must have car and valid drivers’ license and must be willing to travel as needed within the 16-county service area.
- Must be willing to work reasonable overtime when requested.
- Ability to speak Spanish a plus.
Salary: $31,802 – $35,036 DOE. We are a unionized program with excellent fringe benefits.
Closing Date: COB Monday, August 19, 2019
Any applications that do not have a cover letter and resume will not be considered.
To apply, please go to www.lasnny.org OR
2) Complete the Demographic Survey linked here
We are an Equal Opportunity/Affirmative Action Employer. Minorities, women, the elderly, applicants and recipients of public assistance, LGBT persons, Protected Veterans, and people with disabilities are strongly encouraged to apply.