Administrative Assistant

Administrative Assistant

The Administrative Assistant provides administrative and secretarial support to Legal Aid staff across a variety of practice areas, which may include public benefits, housing, family law, consumer, and other civil legal aid matters. This role is responsible for a broad range of administrative functions, including providing direct support to the attorneys and paralegals as well as taking phone calls from prospective and current clients. The specific units and practice areas supported may vary based on organizational need, making flexibility and adaptability essential qualities for this role. This is an in-person position based in Legal Aid's Warrensburg office.

Key Responsibilities

Administrative Support

• Provide administrative and secretarial support to attorneys, paralegals, and supervisors across assigned units and practice areas.
• Prepare letters and correspondence to clients, ensuring appropriate form, style, punctuation, spelling, and grammar.
• Coordinate distribution of mail, note relevant deadlines and hearing dates, and route time-sensitive materials to appropriate staff.

File and Records Management

• Maintain and organize client files and case-related documents in accordance with Legal Aid's records management protocols.
• Perform data entry and maintain accurate records in Legal Aid's case management system, including opening and closing cases as appropriate.

Client and Caller Relations

• Communicate with clients in a professional, compassionate, and culturally sensitive manner, recognizing that many clients are experiencing a crisis or complex trauma.
• Provide information, answer questions, and schedule appointments for unit staff as needed.
• Maintain strict confidentiality of client and organizational information at all times.

Requirements

Required Qualifications

• Demonstrated experience in clerical and office administration, including strong typing, spelling, grammar, and proofreading skills
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, SharePoint, and Teams
• Strong interpersonal and customer service skills with the ability to work collaboratively and professionally with a diverse team
• Ability to prioritize and manage multiple tasks across different teams simultaneously, with a solution-oriented mindset and the ability to adapt under pressure
• High level of discretion, confidentiality, and patience in all client and organizational interactions
• Commitment to Legal Aid's mission of expanding access to justice

Preferred Qualifications

• Experience in a legal, nonprofit, or social services setting
• Bilingual or multilingual skills, particularly Spanish
• Familiarity with case management systems or legal technology platforms

Location

This role is an in-person role based in Legal Aid's Warrensburg, Missouri office. While regular in-office attendance is the expectation for this role, Legal Aid offers flexible work arrangements to accommodate limited exceptions and support employees in maintaining schedules that enable them to perform at their best.

Compensation and Benefits

The hourly rate for this position is $22.40 – $32.00 ($43,680 - $62,400), based on years of experience and Legal Aid's formal salary scale. Placement on the range will be based on factors such as years of relevant experience, budget, and internal fairness. Employees who demonstrate fluency in a second language are eligible for an annual salary supplement of $3,600.

Legal Aid offers a comprehensive benefits package including:

• Medical Plans with PPO or HSA options
• Dental Plan
• Vision Plan
• Life Insurance
• Short-Term Disability
• Long-Term Disability
• Accident Insurance
• Critical Illness Insurance
• Flexible Spending Accounts for medical or dependent care
• Health Savings Accounts
• Paid CLE and Bar Dues
• Paid Time Off: Vacation, Sick, Personal and Holidays
• Qualifying employer for the Public Service Loan Forgiveness program
• Travel and parking reimbursement
• 401k and up to 3.5% employer match