Administrative Assistant: Legal Self-Help Center

Job Description

Under limited supervision and direction of the Legal Self-Help Center (LSHC) Director, provides high-level administrative and customer service support for the Legal Self-Help Center, volunteer team and related court services. Performs highly responsible clerical, technical and sub-administrative work of a confidential nature requiring detailed knowledge of specialized court and department operations, rules and technical and administrative procedures and/or is responsible for complex administrative functions within the court. Serves as a primary point of contact for patrons seeking assistance navigating the legal system without an attorney. Assists with volunteer coordination, scheduling, legal resources distribution, data collection, grant reporting, and special projects. This position reports to the LSHC Director. This is a full-time, benefitted position working Monday-Friday 8:00 am - 5:00 pm at the Grand Haven Courthouse at 414 Washington, Grand Haven, MI. The position will require occasional travel to the Family Justice Center in West Olive.

Essential Job Functions

The essential job functions of this position include, but are not limited to, any combination of the following:

1. Provides administrative support for services for special LSHC projects by making calls, collecting and compiling information, checking on various potential sources of information, and providing related support assistance.
2. Supports the management of relationships with internal and external partners including LSHC volunteers, LSHC patrons, court staff, attorneys and community agencies; schedules meetings; manages the flow of information between partners and the LSHC; receives work in progress; and ensures agreed upon support services are provided.
3. Responds to questions from the public in person, by phone, and by email regarding court procedures, legal forms and available resources.
4. Assists patrons in understanding legal processes, court procedure, rights, responsibilities and available services.
5. Provides legal information and self-help resources without offering legal advice or legal representation.
6. Assists patrons with completing, organizing, and reviewing legal forms for completeness and procedural compliance with court requirements.
7. Prepares correspondence and other documents for signature; researches issues by calling other departments or agencies and collecting and compiling information.
8. Collects, compiles and prepares data reports.
9. Performs the role of the LSHC contact with other departments and agencies to exchange information on matters of mutual interest.
10. Oversees activities of volunteer team and ensures timely completion of all support functions. Assists with volunteer training.
11. Performs a variety of support functions such as ordering supplies, filing, making copies, and related tasks.
12. Performs a variety of accounting functions such as preparing daily and weekly cash deposits.
13. Assists with grant writing and reporting.
14. Performs other specialized duties as directed.

Required Education, Training and Experience

Associates degree combined with training in law, legal secretarial or other relevant field. Familiarity with family law and criminal law processes and procedure preferred. Must have experience in a position requiring extensive public contact and must be able to interact with a diverse population.

Additional Requirements and Information

Required Knowledge and Skills:

1. Excellent customer relation/customer service skills.
2. Good oral and written communication skills.
3. Ability to interact positively and professionally with judges, attorneys, prosecutors, law enforcement officers, employees, community and business representatives, plaintiffs, defendants, other parties to litigation and members of the general public with widely divergent socio-economic and cultural backgrounds and varying levels of communication skills.
4. Good working knowledge of basic court processes and procedures, legal terminology, and legal documents.
5. Good working knowledge of Friend of the Court policy and procedures for child support, custody, and parenting time matters.
6. Working knowledge of privacy requirements related to court records.
7. Accurate mathematical skills.
8. Computer literacy and knowledge of word processing, spreadsheet, and database management applications.
9. Knowledge of document imaging software.
10. Excellent interpersonal and human relations skills.
11. Good time management and organization skills.
12. Fast and accurate keyboarding and data entry skills.
13. Excellent problem solving skills.

Note: An ability to communicate in Spanish, Lao, Cambodian or other language spoken by ethnic groups residing in the county will be helpful. Physical Requirements: Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility. Working Conditions: Work is generally performed in a normal office environment.