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This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12149178 Office Administrator - Student Legal Services

Student Legal Services

Job Summary

Provides support to the Directing Attorney and Staff Attorneys. Supervises Office Staff. Coordinates and administers all office operations, including financial reporting and purchasing. Serves as point of contact for the office with outside units and parties.

Duties & Responsibilities

Administrative

• Administers client database and Clio Law Office Management software with responsibility to grant access to and remove access from individuals, and to assign level of access. Oversees and monitors applications, including archiving entries; creates reports with available variables for statistical analyses. Makes edits and changes to intake forms as directed by Staff Attorneys.
• Creates virtual appointments for client meetings.
• Scans documents and other materials into case management software.
• Prepares physical case files as needed by requesting Staff Attorneys.
• Develops and implements procedures and record keeping systems to support the administrative functions performed by the unit.
• Serves as primary individual within the office to respond to inquiries and resolve issues that require interpretation, explanation and justification of administrative and programmatic policies and procedures.
• Serves as liaison between the attorneys and campus administrators, external units, and outside agencies, including courts, private attorneys, landlords, etc. Serves as a resource person for staff of external units; oversees fulfillment of requests for speakers, brochures, or other resources.
• Analyzes work requirements for Office Staff and administrative support functions of the unit. Responsible for establishing procedures and methods to accomplish the work tasks effectively. Revises Office Procedures Manual as tasks, methods, etc., change or are added. Creates and revises job aids or procedures.
• Supervises Office Support Staff. Plans, organizes, assigns, prioritizes and reviews work, providing instruction in office and law office procedures.
• Manages Student Legal Service-College of Law International LL.M program: Processes applications for internship; schedules interviews for selected candidates. Liaison to College of Law LL.M program. Provides same management for additional law student programs as needed.
• Prepares internal and departmental reports. Prepares statistics, reports and materials on a monthly basis and provides them to Student Legal Service Advisory Committee Organizes and analyzes data for Attorney\'s Report and Appendices of the Annual Report; synthesizes and organizes information to complete Annual Report; places on office website.
• Administers student client survey; reports to Directing Attorney and Advisory Committee selected statistics from the results.
• Arranges Advisory Committee meetings, securing venues or sending Zoom meeting invitations; coordinates all speaking, paneling and tabling events for attorneys, selecting and preparing materials to provide attorneys for events.
• Accompanies attorneys and/or attends other meetings in their stead, observing and taking notes or participating, if requested.
• Endorses documents for attorneys. Coordinates signing of client documents.
• Maintains office physical mail and mailbox at the Illini Union. Delivers mail internally to attorneys.

Legal Support and Research/Legal Office Management

• Establishes and revises the attorneys\' calendars, adding court calls, client appointments, virtual appointments, and other appointments, as requested.
• Composes, for attorn ys, legal correspondence and other legal documents; transcribes written material that is highly technical (legal) and confidential in nature. Inputs and/or composes documents containing confidential and sensitive information, e.g., legal briefs, complaints, motions, summonses, etc, using various templates.
• Reviews and edits letters, affidavits, court pleadings and other printed documents prepared by the attorneys for content, proper spelling, paragraphing, punctuation, and appropriate syntax and formatting, including for e-filing; modifies as necessary.
• Prepares documents for e-filing. Monitors email for acceptance or rejection of e-filed documents by the Circuit Clerk, rectifies any issues and re-e-filing as necessary.
• Responsible for establishment and maintenance of attorneys\' confidential records and files; opening and/or closing of case files; processing and filing of consult-only intake forms.
• Communicates with legal research and continuing legal education companies for subscription or access, adding or removing attorneys\' access to online legal research platform. Tracks and maintains attorneys\' legal membership dues and subscriptions.
• Becomes or maintains current Illinois Notary Public license.

Financial

Participates in annual budget creation process. Examines and scrutinizes expenditures and unit\'s accounts. Responsible to maintain accurate records of un