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Office Services Assistant Senior

Company: Trustees of Indiana University
Location: Bloomington
Posted on: January 15, 2020

Job Description:



Department Information

The Office of Student Legal Services (SLEG) has responsibility for providing legal advice and services to the students of Indiana University-Bloomington concerning the varied legal matters a population the size of the Bloomington Campus can encounter, including prosecuting and defending lawsuits and administrative proceedings brought by and against IU Students. The office also provides advice to students on a day-to-day basis on topics ranging from criminal and immigration matters to contract review to financial matters.

Job Summary

Provides secretarial support to the office, including four Attorneys, 25-30 law student interns, and the office manager as requested. Serves as first point-of-contact and performs reception duties. Drafts / edits correspondence, contracts, and reports. Maintains calendars and schedules appointments. Oversees mail processing / digitizing systems. Maintains files. Oversees communications with various constituencies. Screens and directs telephone calls to appropriate staff, or assesses issues presented and directs caller to the next course of action (such as referral, completing intake forms, walk-in emergency). Distributes incoming mail and processes outgoing mail. Assesses new client requests for services. Verifies student status, checks for conflicts of interest, and schedules new assignments among legal interns while maintaining balanced caseloads and matching specific issues with an appropriate attorney / intern combination.

Coordinates responses to potential clients by directing those who are not eligible for our services to outside counsel, and scheduling appointments for those who are eligible. Gathers documents from potential clients which oftentimes contain highly sensitive data, and determines whether the issue is time sensitive and requires immediate action, can go through the standard scheduling process, or requires referral to outside counsel. Processes files for opening and closing. Records upcoming court appearances on both file and calendar. Formats, edits and sends letters, memos, faxes, and emails for staff attorneys and interns. Updates files and complex databases accurately and with appropriate coding. Tracks data and composes complex reports. Responds to outside inquiries regarding departmental and University policies and procedures. Tracks data relating to hearings and appointments for assessment purposes.

Assists Office Manager with logging, distribution, and processing payment of legal fees from both clients and adverse parties. Maintains payment logs and monitors balances for payoffs. Participates in orientation for new legal intern staff and guides them throughout their internship on matters relating to office policy, protocol and procedures. Composes intern schedule six times a year and updates regularly as changes occur.

Required Qualifications

High school diploma or GED and three years of office environment experience.

Ability to procure and maintain appointment as a Notary Public in the state of Indiana. Ability to take responsibility and function under minimal supervision. Excellent verbal and written communication skills including the ability to exchange information with a wide diversity of individuals. Excellent interpersonal skills including the ability to react appropriately in sensitive and confidential situations. Well-developed organizational and problem solving skills with good attention to detail and ability to multitask. Ability to analyze information and exercise independent judgment. Ability to exercise discretion and maintain confidentiality while exercising exceptional diplomacy in responding to calls. Proficient with Microsoft Office Suite, DOXPOP, MYCASE, Indiana E-File, Adobe Suite and Desktop Publishing software. Ability to set priorities while working with numerous interruptions throughout the day.

Preferred Qualifications

Associate degree in office management or a related field. Experience in an administrative support role. Knowledge of University policies and procedures. Familiarity with the litigation process, court systems, and legal rules. Familiarity with applicable state and federal laws. Experience in a legal office.

Working Conditions / Demands

Repetitive movement. Getting up and down from a desk and moving around the office. Filing requires bending, stooping and reaching. Ability to use computer, phone, copy machine, and other office equipment is essential. Must frequently transport and move moderate weight office supplies, promotional items, files and equipment. Ability to move between building floors, various campus locations and, on occasion, the Monroe County Justice Building or other downtown offices.

Work Location

Bloomington, Indiana

Poplars Building

Job Classification

Salary Plan: SS

Salary Grade: 0F

FLSA: Nonexempt

Job Function: General Admin

Posting Disclaimer

This posting is scheduled to close at 11:59pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment without regard to age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. .

Keywords: Trustees of Indiana University, Bloomington , Office Services Assistant Senior, Administration, Clerical , Bloomington, Indiana

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