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 attorneys, 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 unit expenditures and participates in and makes day-to-day fiscal
  decisions. Justifies monthly ledgers with receipts; creates report for the office and the SLS Advisory Committee.
• Manages office purchasing cards.
• Ensure all financial reporting are timely and up to date per department requirements.
• Administers office's e-filing financial functions with court filing system.
• Makes purchases and pays vendors as needed. Orders supplies and equipment to maintain the needs of the office. Anticipates needs of the unit and fills them.
• Prepares Travel Requests including conference registration, airfare, and hotels booking and processes reimbursements of attendees.

General Office Support / Back-up

• Processes client intake submissions through office case management software including verification of student eligibility. Directs ineligible students to other resources.
• Monitors office e-mail account: answers emails, redirects emails to attorneys. Emails clients, attorneys, court clerks, landlords, and others on behalf of attorneys.
• Answers office phone, directs calls to appropriate staff, takes messages.
• Processes requests from students or departments who request a speaker or a table for an event.
• Performs related duties as assigned.

Outreach/Social Media/Creative Design

• Reviews and edits office website and printed materials.
• Functions as liaison to webmaster, requesting edits, posting, changes, etc., to office website.
• Reviews attorneys' new or revised documents, such as PowerPoints, brochure revisions, etc., to be uploaded to/posted on the office's website, and ensures appropriate, university-required branding.

Travel Requirements
5% local business and possible conference attendance
Minimum Qualifications

• High school diploma or equivalent.
• Any one of the following from the categories below:
  • Four (4) years (48 months) of work experience comparable to the third level of this series.
  • Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Knowledge, Skills and Abilities

• Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
• Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of people and resources.
• Knowledge of administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
• Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
• Skill in communicating effectively, both verbally and in writing as appropriate or the needs of the audience.
• Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
• Ability to understand written sentences and paragraphs in work related documents.
• Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
• Ability to apply general rules to specific problems to produce answers that make sense.
• Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
• Ability to choose the right mathematical methods or formulas to solve a problem.
• Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance. Knowledge and familiarity with legal system, legal documentation, e-filing with required formatting, and the legal community. Comprehensive understanding of computer usage. Adept with Microsoft Office. Able to use Adobe software suite. Knowledge or ability to become proficient in case management software. Create and edit pdf documents, as well as make them searchable for court filing. Ability to become a notary public, as numerous legal documents require notarization. Knowledge of university policy and procedures as well as State of Illinois Supreme Court rules as they relate to Student Legal Service.

Appointment Information

This is a 100% full-time Civil Service 3253 - Office Administrator position, appointed on a 12-month basis. The expected start date is as soon as possible after 10/1/2024. Salary range for this position is $48,750 - $54,600, commensurate with experience and qualifications.

Please note: This position is unable to support candidates who require work authorization sponsorship.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.
Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on Friday, September 13, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Keri Collins at keric@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1026258
Job Category: Administrative Support

To apply, visit https://illinois.csod.com/ux/ats/careersite/1/home/requisition/11599?c=illinois







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