JOB DESCRIPTION: Legal Administrative Assistant
   
JOB LOCATION: Central Office
   
DATE POSTED: November 17, 2022
   
APPLICATION DEADLINE: Until the Position is Filled
   
HOURS: 8:00 AM to 4:30 PM, Monday – Friday
   
FLSA STATUS: Hourly/Non-Bargaining
   
  Minimum to Maximum
SALARY: $14.93 – $22.16/Hourly

* Compensation will be commensurate with qualifications and experience. *

 APPLICATION PROCESS:
Applications will be accepted online at www.starkmha.org or by mail to the HR Coordinator, Stark Metropolitan Housing Authority, 400 Tuscarawas Street E, Canton, OH 44702-1131.

The Human Resources Department does not accept telephone inquiries regarding Job Postings. You will be notified by US Mail or Email.  Please note that it may take anywhere from 1 to 30 days for Human Resources (HR) to review your job application. If HR has not contacted you within 30 days, please assume the position has been filled.  Thank you.

Included Benefits ·        OPERS Pension Plan 24% towards retirement each week

·        Excellent Medical, Dental, and Vision Insurance

·        13 Annual Paid Holidays

·        2 Weeks of Vacation

·        Accrued Sick Time (accrual begins on your first day of employment)

STARK METROPOLITAN HOUSING AUTHORITY

Job Title:             Legal Administrative Assistant

Reports To:         Legal Services Manager

Department:      Legal

Date:                     July 29, 2022

FLSA:                     Hourly/Non-Bargaining

 

General Purpose:

The primary purpose of this position is to provide a wide variety of administrative and clerical support services to the Legal Department and serve as the confidential assistant to the Legal Services Manager of the Stark Metropolitan Housing Authority (“SMHA ” or “Authority”).

 

Essential Duties and Responsibilities: 

The below statements are intended to describe the general nature and scope of the work being performed in this position.  This is not a complete listing of all responsibilities, duties, and/or skills required. Other duties may be assigned.

  • Provides clerical and administrative support to the Legal Department including recordkeeping, document generation, data tracking, follow-up, telephoning, photocopying, mailing, and filing as assigned; ensures that assigned work is completed accurately and timely; responds to requests I n a prompt and courteous manner; identifies administrative needs of the department and develops appropriate solution s and/or recommendations; serves as back-up for other administrative and clerical staff as assigned.
  • Receives incoming calls for the Legal Services Manager; may receive other departmental calls when staff is unavailable; determines the identity of the caller and nature of the caller’s business; utilizes judgment to determine if the call can be handled personally or if the call should be transferred; correctly transfers the call to the appropriate party; utilizes effective telephone etiquette and ensures excellent customer service.
  • Receives, sorts, and distributes departmental mail; copies collate, distributes, and mails materials as necessary; reviews all incoming mail for the Legal Services Manager, determining the most appropriate
  • Generates accurate correspondence, reports, and legal documents; ensures that typed documents are error-free and produced according to due dates; creates and utilizes standard correspondence and report formats, such as for evictions, reasonable accommodations, file reviews, and public records requests; gathers relevant information from tenant files and other sources; ensures that correspondence is approved and signed by due dates; takes dictation as required.
  • Ensures that files and filing systems are always current, accurate, and neat.
  • Suggests changes in forms and procedures and/or devises new forms/procedures to improve the operational efficiency and cost-effectiveness of departmental processes; develops
  • Assists the Legal Services Manager in the completion of special assignments and projects; performs research and provides support materials as needed for special
  • Maintains departmental calendar and court docketing calendar; ensures that clients are promptly informed of court dates and/or continuances.
  • Coordinates and schedules the Legal Service Manager’s attendance at meetings, court, public engagements, interviews, etc.; arranges for conferences and meetings including space, time, people, etc.; assembles background material for participants; takes minutes at meetings as requested.
  • Supports other departmental activities as needed.

Miscellaneous

  • Devotes appropriate attention to SMHA Action Plan objectives as assigned, ensuring that such goals are met or exceeded.
  • Attending meetings and follow-up as necessary.
  • Maintains a record of acceptable attendance and punctuality.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Behavioral Competencies: This Position requires incumbents to exhibit the following behavioral skills.

Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.

Customer Service:  Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors, and measures the needs of both internal and external customers; talks and acts with customers in mind.  Recognizes working colleagues as customers.

Effective Communication:  Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to, and conveys an understanding of, the comments and questions of others; listens effectively.

Responsiveness and Accountability:  Demonstrates a high level of conscientiousness; holds oneself personally accountable for one’s work; does a fair share of work.

 

Job Competencies:

Knowledge of the policies, procedures, and goals of the Legal Department; general knowledge of the practice of law, legal documents, and research, basic understanding of the United States Department of Housing and Urban Development’s regulations and procedures; strong analytic and problem-solving skills; knowledge and experience in clerical support, administrative planning, and coordination activities; ability to prepare meaningful reports, summaries and presentations incorporating findings and conclusions; knowledge of records management processes and procedures; knowledge of grammar, spelling, and punctuation; must possess proper telephone etiquette, tact, and interpersonal skills; skills in multi-tasking and prioritization; ability to maintain confidentiality.

Education, Experience, and Certifications:

High School diploma or equivalent; Associates or Bachelor’s degree or Paralegal Certification Preferred; and a minimum of three (3) years’ experience as an administrative assistant; or the equivalent combination of education and experience.  Previous experience working in a legal department or law office is preferred.

Computer Skills:

To perform this job successfully, an individual should have strong computer skills and extensive knowledge of legal case management, database, e-mail, calendaring, internet, spreadsheet, Microsoft Office Suite, and word processing software. A knowledge of common office and mail processing equipment and machines as well as proficiency in typing is required. Must be able to learn other computer software programs as required by assigned tasks.

Physical Requirements: 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:

While performing the duties of this job, the employee is frequently required to maintain a stationary position, operate computers and other office equipment, move about the office, attend onsite and offsite meetings, and communicate. The employee must be able to accurately exchange information in person, in writing, and via e-mail and telephone. The employee must occasionally transport up to 20 pounds.

Working Conditions: The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job:

Office environment with occasional offsite meetings. Moderate noise level.