Legal Admin Asst

Are you a highly organized and detail-oriented administrative professional with a passion for legal support? Do you possess exceptional administrative skills and fluency in both English and Spanish? The State Bar is seeking a dynamic individual to join our team! This role offers a unique opportunity to contribute to the legal community while gaining valuable experience in a fast-paced environment.

Benefits of working at the State Bar of Arizona include:

• 100% employer paid medical, dental, and vision insurance (employee only)
• $900 HSA funding provided by employer for individuals ($2,000 for families)
• Generous paid vacation and sick time
• 10 paid holidays per year + 2 additional floating holidays
• 8 hours of paid volunteer hours per year
• Paid parental leave
• 401(k) with employer match
• Public Service Loan Forgiveness (PSLF)
• Quarterly wellness reimbursement for gym membership
• A community of friendly and collaborative co-workers

If you are ready for a challenging and rewarding legal career that makes a significant impact on the Arizona legal profession while protecting the public, we want you on our team! To hear more about the mission of the SBA, please visit https://www.youtube.com/watch?v=DTd_T8s6BNw.

Job Summary

Under minimal supervision, provides dependable and high quality administrative support to the State Bar.  Results and services of position may impact workflow or service within the division/department and may affect individual customer relationships.  Manages activities to meet deadlines in an efficient and effective manner.

Duties and Responsibilities

• Provides administrative support to management and/or professional staff.  Supports staff by assisting with data entry, copying, filing, mailings, and other tasks of similar nature.
• Prepares correspondence for assigned area to include drafting and formatting letters, memos, forms, policies and procedures, reports, spreadsheets, etc., including confidential documents.
• Assists with preparation of legal pleadings and basic legal research as requested by counsel.
• Responsible for assisting counsel in drafting, tracking, and all follow-up on all legal pleadings and documents.
• Drafts specially-tailored correspondence, and motions for counsel.
• Provides administrative support for the State Bar which includes telephone coverage, copier projects, mail handling, filing, supplies control and necessary internal and external communications.
• Assists in the management of schedules and attorneys’ calendars and handles conflicts, as necessary.
• Provides information, guidance, and resolution to answer Spanish language inquiries for the Fee Arbitration Program, Client Protection Fund Program, and Conservatorship Program.
• Drafts written Spanish language translations of documents for General Counsel, the  Fee Arbitration Program, Client Protection Fund Program, and Conservatorship Program.
• May function as team leader, providing training, direction and guidance on work activities.
• Schedules and organizes activities such as meetings, travel, and special events as requested.  Makes travel arrangements and itineraries, as needed.  Prepares and submits travel expense claims, as needed, and accurately maintains appropriate records.
• Works independently and within a team on special and nonrecurring and ongoing projects. 
• May handle inquiries from internal and external customers.  Researches and analyzes information to determine the appropriate course of action.  Seek assistance from others, as required.
• Creates and maintains electronic and paper filing and follow-up systems. Updates and maintains SBA litigation files.
• May have budget-related responsibilities, including maintenance of department supplies and equipment, and review and verification of financials.
• Provide any other assistance to attorneys, including administration of pro bono or court assigned cases.

Reassignable

Performs all other related duties, as assigned. May be requested to assist with special projects from time to time.

Education and/or Experience Required

Requires a High School Diploma or General Education Degree (GED). Some college or vocational training preferred.  Minimum five (5) years in a responsible administrative position. Previous legal or professional association experience preferred. Bilingual (Spanish) required.

Skills and Abilities

• Performs all duties in compliance with internal procedures and external regulations.  Is responsible for bringing compliance issues to the attention of management.
• Should be customer-service driven.  Position requires demonstrated poise, tact and diplomacy along with the ability to handle sensitive and confidential situations.
• Should have a professional and personable demeanor.
• Ability to read and comprehend instructions, correspondence, and memos.  Good spelling and grammar skills.
• Requires an ability to work with numbers and mathematical concepts (adding, subtracting, etc.) on a regular basis.
• Excellent follow-through skills.
• Ability to write reports and correspondence.
• Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities, organizational skills, and meeting deadlines.
• Must have excellent telephone etiquette and verbal communications.
• Ability to handle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.
• Must maintain confidentiality of highly sensitive information provided by counsel and others.
• Is a self-starter and can work independently.
• Ability to file alphabetically and operate general office equipment such as facsimile, and photocopy machine.

Model the behaviors expected of all SBA employees by:

• Cultivating a positive work environment.
• Prioritizing and setting manageable goals.
• Being efficient with time at work.
• Communicating effectively with management, staff, members, clients, visitors, and the public.
• Being flexible and taking criticism constructively.
• Maintaining the highest ethical standards.

Computer Skills

Microsoft Windows environment with Office Suite to include formatting and production of documents.  Proficient in Microsoft Word, Excel and PowerPoint required.  For certain positions, case management software proficiency may be preferred.

Certificates, Licenses, Registrations:

Preferred:  Have and maintain a valid Arizona driver’s license, maintain automobile insurance coverage, and have access to an automobile.

Other

Overtime including weekends may be required to fulfill duties of position.  Regular attendance is required.  At times, individual must be able to work in a fast-paced environment with ability to handle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is regularly required to talk or hear.  The employee regularly is required to stand, walk, climb stairs, sit, use hands/fingers; and reach with hands and arms.  Employee must be able to remain in work area for several hours at a time.  The employee regularly lifts and/or moves up to forty (40) pounds.  Specific vision abilities required by this job include close vision and ability to adjust focus.  It also requires manual dexterity in combination of eye / hand coordination.  Work environment is subject to many interruptions, varying and unpredictable situations and time pressures related to multiple tasks.

The above statements are intended to describe the general nature and level of work performed by people assigned to this job.  They are not intended to be an exhaustive list of responsibilities, duties and skills required of personnel so classified.  Other functions may be assigned and management retains the right to add or change the duties at any time.