Legal Administrative Assistant

Southern Minnesota Regional Legal Services, Inc., (SMRLS) is seeking to fill a full-time Legal Administrative Assistant position to assist attorney and paralegal staff serving eligible clients in the metro area at its downtown St. Paul, Minnesota office. 

SMRLS is a non-profit law firm that receives federal, state, public and private funding to provide free legal help to low-income people who reside in 33 counties in southern Minnesota.  As Minnesota’s oldest legal aid program (founded in 1909), SMRLS has established a tradition of partnership with the private bar, a bi-partisan legislature, the Minnesota Supreme Court, and other Minnesota Legal Services Coalition members in providing equal access to justice.  SMRLS has an experienced, dynamic staff of more than 60 attorneys, 40 additional staff and 750 volunteer attorneys who provide legal assistance to over 200,000 eligible people.

SMRLS is a client-centered organization committed to providing a full range of high-quality legal services in a respectful manner which enables clients to enforce their legal rights, maintain freedom from hunger, homelessness, sickness and abuse; empower people to ensure equal opportunity, thus, helping people to help themselves and become economically self-reliant, to the extent their individual ability and circumstances permit.  SMRLS values, welcomes and promotes diversity in all aspects of its work.  SMRLS serves clients from a wide range of backgrounds.  We have adopted guiding principles and a Racial Justice Policy to guide the firm’s work toward racial equality. 

We are looking for an Administrative Assistant to manage our front desk on a daily basis and to perform a wide variety of administrative and clerical tasks.  As an Administrative Assistant, you will be the first point of contact for our law office.  Duties will include offering administrative support across the organization. You will receive and distribute phone calls, welcome guests and greet people who visit the office and assist them with delivering or receiving documents. You will also coordinate front-desk activities, including incoming mail and posting outgoing mail.

To be successful as an Administrative Assistant you should have a pleasant personality, as this is also a customer service role. You should be able to deal with emergencies in a timely and effective manner, while streamlining office operations. Multitasking and stress management skills are essential for this position.  Ultimately, the Administrative Assistant’s duties and responsibilities are to ensure the front desk welcomes guests positively, and executes all administrative tasks to the highest

quality standards. 

As an Administrative Assistant, supporting professional staff is an important position including everything from where to find staples to providing correct information on office protocols.  Our Receptionist/Administrative Assistant will include a wide variety of other duties as needed.  Creativity and experience or interest in event planning is a big plus! This is an essential staff position, and you will be required to be in the office on a full-time basis. 

Responsibilities:

• Greet and welcome guests as soon as they arrive at the office

• Direct visitors to the appropriate person and office as necessary

• Answer, screen and forward incoming phone calls

• Ensure reception area is tidy and presentable, with all necessary materials available (e.g. pens, forms and brochures)

• Provide basic, accurate information in-person and via phone

• Receive, sort and distribute daily mail and deliveries

• Maintain office security by following safety procedures and controlling access via the reception desk

• Perform other clerical/receptionist duties such as photocopying, scanning and faxing

Qualifications:

• Proven work experience as a Receptionist/Administrative Assistant, front office representative or similar role

• A degree or certification in Secretarial Studies and/or combination of experience

and education

·         High School Diploma is a minimum requirement

·         Knowledge of legal terminology will be helpful

• A heart of service is very important

• Proficiency in Microsoft Office Suite

• Experience with Outlook is a plus

• Hands-on experience with office equipment (e.g. fax machines and printers)

• Professional attitude and appearance

• Solid written and verbal communication skills

• Ability to be resourceful and proactive when issues arise

• Excellent organizational skills

• Multitasking and good time-management skills, with the ability to prioritize tasks

To Apply: 

Please send a cover letter, resume and three references to: mickey.roy@smrls.org

or by mail to:

Mickey Roy

Southern MN Regional Legal Services, Inc.

55 East Fifth St., Ste 400

St. Paul, MN 55101

Applications will be considered until the position is filled.

Salary: $46,518+ DOE, according to scale.  Excellent benefits provided.

SMRLS is committed to diversity in the workplace. Women, people of color, and people with disabilities are especially encouraged to apply.