Legal Administrative Assistant-Senior Advocacy Unit

Bay Area Legal Services, Inc.; Florida; Hybrid; USD 36,000 - 48,000; Full time

Job summary

Bay Area Legal Services, Inc. seeks a full-time Legal Administrative Assistant on the Senior Advocacy Unit in Tampa, FL. The role provides essential paralegal support, case tracking, document preparation, and client communication.

Requires handling intake, scheduling, and grant reporting while maintaining high compliance and compassion for low-income clients. The position offers a hybrid work arrangement (3 days in office, 2 days remote) and opportunities to assist diverse communities with

Qualifications

• High School Diploma or GED with 3 years of administrative experience and 1 year in a Legal Administrative role.
• Proficiency with MS Office (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication, detail oriented, deadline driven.
• Ability to interview clients to determine essential facts and issues.
• Experience with case management and organizing files and data.
• Bilingual in English and Spanish is preferred.

Responsibilities

• Open and manage case files, log activity in Legal Server, and handle referrals and conflict checks.
• Log mail, track deadlines, calendar court dates, and coordinate translators/interpreters.
• Draft simple pleadings, notarize documents, e-file pleadings, and prepare correspondence.
• Prepare and proofread documents for submission and assist with client communications.
• Support grant reporting by gathering and providing data as needed.
• Coordinate outreach to educate underserved communities about services.

Skills

MS Office

Communication skills

Interview clients

Team player

Independent worker

Compassionate approach

Education

High School Diploma / GED

Job description

Full-time

Description

Are you interested in making a difference in your community? Are you passionate about helping others who are in need across different groups? Do you value work life balance? If you answer yes to these questions, Bay Area Legal Services may be the workplace for you!

Bay Area Legal Services is a non-profit law firm serving the Tampa Bay area for over 50 years. We assist low-income residents, veterans, seniors, children, domestic violence survivors, and many more.

Our Mission: Providing the highest quality legal counsel by:

• Assisting individuals and non-profit groups with limited access to legal services;
• Resolving the legal problems of clients; and
• Preserving the independence, hope, and dignity of those we serve.

Our Vision: Creating pathways to justice through high-quality legal services, education and community partnerships.

Our firm includes over 170 dedicated staff members comprised of attorneys, paralegals, and support staff who work to carry out our mission and vision daily.

Position Title: Legal Administrative Assistant (Full-Time), Senior Advocacy Unit

Home Office Location: Tampa, FL Hybrid-3 days in office & 2 days remote

Position Description: Bay Area Legal Services (BALS) is seeking to fill a full-time position on our Senior Advocacy Unit Team. The position provides support to attorneys by performing administrative duties including tracking and compiling case information, entering specific case information into case management system, running grant reports if needed; preparing documents based on attorneys' draft; proofreading, modifying documents, scheduling meetings, assisting with case information. Handling client calls, logging faxes, correspondence etc. into case files and case management system as required. Assist clients with completion of applications for review and eligibility determination for extended services further described in Job Description for position. Supports staff who are facilitating or directly providing legal services to low-income clients

Illustrative Duties:

• Initial Case Opening & Case Management- Opening case file organization; file maintenance to ensure compliance with grant requirements; Interview applicants for legal assistance and establishing preliminary eligibility; Documents case activities in Legal Server. Receiving and processing referrals, performing conflict checks, searching and downloading online court records, and forwarding to attorneys.
• Ongoing Case Support-Log incoming mail and track deadlines/calendar court dates etc., assist with scheduling translators/interpreters and prepare payment for these as necessary, log and track client court ordered classes/deadlines, disclosures, updated financial affidavits etc., draft simple pleadings, notarize documents, e-file pleadings. Assist with correspondence, phone calls, preparing and proofreading documents for submission, etc.
• Case Closure - Prepare closing letters and client evaluation/satisfaction surveys, copy & file surveys if returned, complete/review closing check list prior to closing file in Legal Server, complete LSC compliance checklist prior to official closing of file, review with & verify Team Leader check off is complete, close briefs & files in case management system.
• Grant Reporting- Provide support and case tracking results for grant reporting, i.e. submit forms to Team Leader or project director as needed, gather and supply grant data for reporting (i.e. LSC, VOCA, SAFENET, LHK, etc.)
• Various other Administrative support duties - copies, distribute mail, prepare outgoing mail (certified), maintain hard copy files, phones, fax etc. as needed.
• Community Outreach - Arrange outreach events to educate various under-served communities within Pasco County about the services offered.

Requirements

Minimum Qualifications External Applicants):

• High School Diploma or Equivalent Certificate of Completion (GED) with 3 years of experience as administrative assistant and 1 of these years in a Legal Administrative Assistant or Legal Administrative Support Position.
• Intermediate level proficiency with MS Office software, including Word, Excel, PowerPoint and Outlook.
• Excellent written and verbal communications skills, very detailed and deadline oriented.
• Ability to interview clients to determine essential facts and issues regarding the nature and severity of their legal problems.
• Ability to work responsibly and independently, being a contributing team member, and comfortable with case management and organizing files and data.
• Ability and willingness to work in close contact with staff on legal problems of clients and to accept supervision and instruction.
• Sympathetic and compassionate understanding of the social, economic and legal issues faced by low-income individuals with limited access to such services. Ability to relate well and effectively with diverse groups and individuals.

Minimum Qualifications for Internal Applicants Only:

Minimum 1 year with Bay Area in the following positions: CTI intake screener position & Receptionist/intake position, or

Minimum 6 months with Bay Area in the positions listed above and 1-year administrative assistant experience

Candidates who meet the criteria and are selected for a Legal Admin position will be promoted to an interim "Admin. Asst." level. This would be at a market rate between the current position & the Legal Admin. Then, the selected employee will be eligible for step increases at 6 months and 1 year based on satisfactory performance levels at each time period.

Preferred Qualifications:

Bilingual in English and Spanish

Experience with a non-profit organization

Demonstrated success working as an effective team member