The Children's Law Center (CLC) is a non-profit legal services organization that represents children in custody, visitation, guardianship, paternity, family offense, and related child protective (abuse or neglect) proceedings in the Family Courts and the Integrated Domestic Violence Parts of the Supreme Court of the State of New York, and in appeals therefrom. CLC represents approximately 5,000 children annually in the Bronx, Brooklyn, Queens and Staten Island, providing holistic and zealous representation and support in the Court, the community and the legislature. CLC's mission is to empower our clients, prevent trauma and promote wellbeing.
Job description
Under the direction of the Operations Manager, the Client Services and Data Assistant will work in a team environment to perform administrative tasks associated with the functioning of the borough office, including but not limited to greeting clients and other visitors, answering a busy phone system, calendar management, performing data entry, filing, faxing and copying documents.
Results Expected of the Position
Ensure smooth and efficient operations of the Client Services Desk and provide a positive experience for visitors, clients and staff. Partner with team members to ensure accurate, timely data collection and records management for the borough office and CLC.
Essential Duties/Responsibilities
- Proactively greets all clients and the public directly and while answering calls on a multi-line telephone system.
- Logs all client, litigant and collateral interviews.
- Performs assigned data entry.
- Prepares and mails client correspondence by requested deadlines.
- Creates case files as needed.
- Copies, faxes, collates, and batches documents as needed.
- Provides administrative clerical support for designated managers.
- Searches internal and external databases to complete assigned tasks.
- Files and archives documents in accordance with CLC practices.
- Monitors and checks attorney calendars upon request.
- Sorts and distributes mail and other documents.
- Conducts playroom oversight and communicates issues to the Operations Manager.
- Works with CLC teams to review department practices, suggest solutions and implement improvements in order to meet client, court and organization needs.
- Actively participates on various committees, providing training and insight as needed.
- Attends and actively participates in supervision, team, and office-wide meetings.
- Schedules client appointments in Outlook as requested.
- Performs other duties as requested.
Key Qualifications and Competencies
- High School Diploma or equivalent education
- Minimum of two years of experience working in a busy office environment handling multiple office tasks including answering multi-line telephone system, data entry, providing customer service, appointment scheduling, mail sorting, and distribution is required
- Superb people and effective communication skills including excellent written, verbal, time management, and organizational skills; knowledge of legal terminology
- Curiosity and eagerness to continue learning new skills and growing professionally and taking an optimistic approach to new challenges
- Ability to foster and maintain a spirit of unity, teamwork and cooperation
- Demonstrated efficient, persistent and meticulous attention to detail, along with outstanding initiative, analytical, critical thinking and problem-resolution skills
- Proven ability to work independently with excellent judgment, diplomacy, professionalism and ability to prioritize requests, track and manage multiple requests simultaneously, and meet deadlines
- Demonstrated skills as a regular user of software, technology, and online resources -including knowledge of databases, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook including calendaring, tasks, etc.), Internet searches, etc.
- Demonstrated ability to exercise complete discretion when working with confidential and sensitive information
- Interest in working with internal and external constituencies, including interns, students, and volunteers
- Proficiency in languages other than English preferred but not required
- Experience with legal case management systems is a plus.
Hours
Standard working hours for this role are 10:00 AM to 6:00 PM.
