OFFICE COORDINATOR

Reports to: Office Manager

Salary: $24.31/hr. - $41.77/hr. (based on qualifications and experience)

About the role

The Office Coordinator reports directly to the Office Manager and manages many of the day-to-day operations of the firm. The Office Coordinator also works collaboratively with the Attorney Supervisors and Investigator Supervisors and provides administrative support to Attorneys, Associate Supervisors, and Firm Director.

Responsibilities

• Responsible for the day-to-day office functions and communications including ensuring that faxes, mail, court calendars, time sheets, and phone calls are distributed appropriately and timely.
• Communicate with the Court Administrator when needed regarding maintenance for the office or other concerns.
• Take daily attendance.
• Be available during regular business hours (8:00 AM to 5:00 PM) to perform job duties.
• Ensure that supplies and other necessities of office functioning are maintained and ordered and received timely and appropriately.
• Answer telephones, respond to telephone requests for information, and assist attorneys in obtaining information from telephone callers.
• Troubleshoot malfunctioning copier/fax/printer machines; if unable to fix, contact IT department.
• Work with the IT department when technology is not working properly.
• If bilingual, assist attorneys with translations to non-English speaking clients and caretakers or to translate letters.
• Ensure that all office forms are maintained and kept updated (e.g., office rosters, state bar information, home/cell rosters, etc.).
• Organize and maintain paper and electronic files.
• Assist with caseload transfers including the maintenance of accurate and thorough records regarding transferred cases between firms and departments.
• Organize and track attorney attendance at MCLE trainings and distribute materials prior to the trainings.
• Responsible for obtaining phone numbers and other office equipment for new hires.
• Train new hires in office procedures and provide ongoing training to staff with the approval of the Office Manager or Firm Director.
• Attend and participate in training sessions.
• Possess full competence using the JCATS case management system.
• Open case files, enter information into CLC database, prepare introduction letters, and label files.
• Enter time sheet information into databases daily.
• Review JCATS time sheets on a periodic basis to ensure they are inputted accurately.
• Scan documents to be uploaded into database or to be sent electronically.
• Update CLC database with current placement and other information.
• Close case files: label closed files with barcodes, make notations for each closed file in CLC database and logbook.
• Prepare closed files to be sent to archives: box files and label box with barcode.
• Create Excel worksheets with a list of each file and barcode number of files to be sent to Records Company.
• Prepare guardianship letters and forms, adoption referrals, subpoenas, restraining orders, juvenile dependency petitions, custody orders, educational needs forms, and other documents as directed by the attorneys.
• File documents, as needed, with the clerk’s office.
• Coordinate with the office manager or other secretaries when documents need to be filed at a different location.
• Participate in committee meetings and work on committees as needed.
• Complete time sheets on a daily basis and turn them into Admin every pay period.
• Assist Investigator Clerk with Action Requests as needed.
• Perform additional duties as requested by the Associate Supervisor or Firm Director.
• Engage in continuous learning: staying informed and adapting evolving social dynamics to better engage and collaborate with colleagues from all backgrounds.

Requirements

• Minimum of three years of secretarial experience in an environment that manages multiple priorities; flexibility and adaptability are valued.
• Knowledge of Microsoft Word, Excel, and Outlook.
• Excellent typing, filing, proofreading, and organization skills.
• Able to maintain high standards of ethical conduct and gain the trust and respect of both management and staff.
• Ability to be professional, patient, and understanding when taking telephone calls from clients.
• Good problem-solving skills and take the initiative to implement solutions.
• Good communication skills, both written and verbal.
• Able to work collaboratively with colleagues and communicate effectively to support team goals.

Benefits

• Employee Assistance Program
• Company-sponsored benefits (Medical, Dental, Life Insurance)
• Up to 6% employer-matched retirement plan
• Generous parental leave and additional leave options
• Fitness/Wellness Program
• Health Care & Dependent Day Care FSA
• Transit + Parking Benefits
• Durfee Professional Development funds available for all employees, in good standing, who have been with CLC for at least two years
• Flexible working environment (depending on position requirements)
• Paid vacation/sick/holiday time
• Payment of current year’s mandatory bar dues for all attorneys actively employed on the date bar dues are owed and who have no known plans to end employment with CLC within 30 days of the due date
• Payment of bar dues for new admittees who are actively employed on their initial payment due date and have no known plans to end employment with CLC within 30 days of the due date

Pay

$24.31/hr. - $41.77/hr. (based on qualifications and experience)

Schedule

Regular business hours: 8:00 AM to 5:00 PM

About CLC

CLC is the largest children's legal services organization in the nation, advocating for tens of thousands of children and youth in Los Angeles, Sacramento, and Placer County foster care systems. We are a powerful voice for our clients, fighting in and out of the courtroom for family reunification, permanence, educational opportunity, health and mental health services, self-sufficiency, and overall well-being. We want all of California’s children to have the support they need to succeed. We work to accomplish this goal through direct legal representation for children, multidisciplinary advocacy and support, and public policy.