About us
Pro Bono Indiana is a statewide not-for-profit which operates to provide meaningful access to civil legal aid services through the strategic use of pro bono volunteer attorney and paralegal services.
Position Statement
Incumbent serves as the primary administrative staff member, supporting the administrative and legal service efforts of the Bloomington Office of PBI.
Position: Administrative Assistant
Reports To: PBI Bloomington Office Managing Attorney
Status: Non-exempt, expected twenty-five to thirty hours per week as agreed by the parties
Education: High School Completion or Equivalent required; some College preferred
Licensing: None Required
Experience: 3 to 5 years of clerical or paralegal experience, preferably in a law office environment
Position Summary
Under the direction of the Bloomington Office Managing Attorney, provides administrative and clerical support for PBI’s pro bono services operated from its office in Bloomington. These efforts include coordination of financial and payroll activities along with other administrative duties. The position also supports efforts to provide legal services to low-income clients. Those specific duties include, but are not limited to, composition of documents and correspondence for attorneys, clients, and the public; in-person and telephonic communications with a wide variety of constituents including completion of client intakes; filing, copying, and other tasks typical of a legal secretary or paralegal.
Job Location
This position will be seated in Bloomington, Indiana.
Specific Duties
In order to achieve the performance standards established by the PBI Board of Directors, and to assist the Bloomington Office Managing Attorney, the incumbent shall have the following duties:
1. Possesses word processing skills, using common programs such as Word, Excel, and Microsoft database software in order to complete client intake, process invoices and payroll information in a timely manner, produce correspondence and legal forms, and create documents as needed.
2. Copies and appropriately files completed work and reviews all documents for completeness and accuracy.
3. Answers telephones, greets office visitors, and manages each constituent interaction with tact and courtesy. Appropriately directs each communication to a staff member, an appropriate referral partner, or takes necessary messages.
4. Assists the Bloomington Office Managing Attorney by maintaining client and staff data bases, producing regular reports from such, and ensuring the data input is timely.
5. On a daily basis, retrieves, sorts, date stamps, and distributes mail to the appropriate party.
6. On a daily basis, retrieves all messages left on office communication devices, including phone messages, texts, or electronic communications and distributes such to the appropriate party.
7. On a daily basis, ensures that any applicant seeking services is entered into PBI’s case management system and a conflicts check is completed before any services are provided.
8. Ensures submission of the Bloomington Office’s staff payroll information by the 10th and 25th of each month or by the Friday before if those dates land on a weekend.
9. Ensures submission of the Bloomington Office’s staff vacation and sick leave request information by the 10th and 25th of each month.
10. Ensures any invoice received is approved by the Bloomington Office Managing Attorney and submitted to PBI’s main office for payment within 24 hours of receipt.
11. Ensures any funds received by the Bloomington Office are documented, approved for deposit by the Managing Attorney, and sent to PBI’s main office within 24 hours of receipt.
12. Performs other duties as assigned by the Bloomington Office Managing Attorney.
Job Requirements
The incumbent shall have the ability to deal with clients, volunteer attorneys, bench officers, other staff members, and the public with tact and courtesy, and will represent the best interests of PBI, its Bloomington Office, and its constituents at all times. Superior computer skills, with knowledge of word processing, Excel, and Microsoft Access database software required. Experience managing the administrative needs of a legal practice is highly desired.
Working Conditions
The incumbent will be working in a typical legal services office environment, with regular contact with low-income clients, volunteer attorneys, bench officers, and the public. Due to the nature of legal practice, the position requires the use of independent judgment and may be stressful at times.
Job Type: Part-time
Pay: From $18.00 per hour
Education:
- High school or equivalent (Required)
Ability to Relocate:
- Bloomington, IN: Relocate before starting work (Required)
Work Location: In person
