Position Title: Receptionist/Paralegal/Office Coordinator

Department: Administration

Employment Status: Full-time, non-exempt

Location: Memphis Office

Supervisor: Director of Special Projects

Supervises: N/A

Prepared: August 30, 2024

Job Summary: WTLS represents clients in civil legal matters and works with community organizations and client groups. Candidates should have a strong commitment to access for equal justice for our low-income neighbors in West Tennessee who face overwhelming problems regarding basic rights to shelter security, income security, financial security, and freedom from abuse for which there is a legal solution.

The receptionist/paralegal/office coordinator will work under the supervision of the Director of Special Projects and providesecretarial services to staff, greet office visitors and direct them to proper personnel, answer and route incoming calls, and assist with general office administration. Under the supervision of an attorney, they will also provide attorney support, such as document preparation and file maintenance, assist with client interviews, and gather project eligibility information. While under the direction of an attorney, this individual must be able to work independently. This position is funded in part by the Family-Centered Legal Solutions (FCLS) grant with Tennessee Alliance for Legal Services (TALS). The project’s focus is stabilizing the household by providing outreach, education, and holistic legal advocacy to low-income families with children.

Duties/Responsibilities:

The essential functions of this position include, but are not limited to, the following tasks:

1.

· Serve as receptionist, including answering and connecting all incoming calls and when necessary, assisting with outgoing calls.

· Greet office visitors and direct them to proper personnel.

· Treat all visitors, applicants, and clients with courtesy and respect.

· Coordinate coverage for receptionist duties during planned absences.

· Provide administrative support to legal staff, including drafting correspondence, scheduling appointments, and preparing legal documents.

· Serve as a point of contact for internal and external inquiries, redirecting communication as appropriate.

· Foster a positive and collaborative work environment by promoting effective communication and teamwork.

· Sort and distribute mail. 

· Sign for deliveries and notify personnel of deliveries.

· Check packing slips for incoming deliveries and ensure packages contain all items in the shipment.

· Receipt client trust payments.[VB1]

· Restock community education supplies.

· Create cash receipts and record checks and cash in the cash receipt log. 

· Submit cash receipts to Finance Department. 

· Operate a variety of office machines. 

2.

· Oversee day-to-day administrative functions of the office, including, but not limited to ensuring the office is open to the public with staff available for walk-ins from 8:30 a.m.-5:00 p.m., filing, data entry, and correspondence.

· Manage office supplies and equipment, ensuring adequate stock levels and arranging repairs or replacements as needed.

· Develop and maintain efficient filing systems for client records, legal documents, and other important paperwork in compliance with WTLS’ Document Retention Policy.

· Manage WTLS community education materials contained in office.

· Maintain and operate postage machine and other office equipment.

· Notify Facilities Coordinator when repairs are needed.

· Perform minor routine maintenance, such as replacing light bulbs and air filters.[VB2] [AH3]

· Maintain company car(s), if car(s) are located at the assigned office.

· Receive mail, distribute to staff, and ensure mail is dropped off daily.

· Liaise with the Facilities Coordinator and external vendors/contractors to address maintenance issues and ensure a comfortable working environment.

· Enforce health and safety protocols in accordance with regulatory requirements.

· Maintain general office tidiness and notify Facilities Coordinator[VB4] [AH5] when cleaning services are not meeting standards.

· Coordinate front desk schedule and ensure at least one staff is in the office each workday.

· Has purchase authority up to $300 for non-emergency supplies/services and up to $500 for emergency supplies/services.

3.

· Under the direction of an attorney(s), interview clients and ascertain substantive elements of the client’s problem.

· Gather project eligibility information.

· Maintain accurate and contemporaneous case notes.

· Draft letters, memoranda, and other documents. 

· Research, as needed.

· Perform general office work, such as filing, answering phone, and typing.

· Utilize advanced capabilities of word processing program.

4.

· Maintain contemporaneous timekeeping.

· Establish and maintain a professional working relationship with staff. 

· Participate in staff meetings, board meetings, and other meetings, as requested. 

· Participate on internal committees, work groups, and other efforts to promote and improve organizational operations. 

· Comply with program policies and regulations of the Legal Services Corporation and other funders. 

· Comply with relevant portions of the Legal Services Corporation’s Performance Criteria and the American Bar Association’s Standards for the Provision of Civil Legal Aid. 

· Comply with all applicable organizational, professional, and legal requirements for confidentiality. 

· Perform other duties as may reasonably be requested. 

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

· High school diploma or general education degree (GED) and at least 2 years of legal secretarial experience or equivalent.

· Excellent customer service skills.

· Effective communication skills.

· Ability to work independently.

· Sufficient computer skills to be able to maintain client records, prepare documents, and maintain time records. 

· Ability to competently use Microsoft Word, Excel, PowerPoint, Adobe Professional, and other company software packages. 

Success Factors:

• Demonstrate a commitment to the principle of equal justice and advocacy for low-income persons.
• Treat clients, staff, and the public with dignity and respect.
• Appreciate the experiences and needs of people of diverse economic, social, and cultural backgrounds. 
• Demonstrate a personal sense of integrity.
• Take ownership of projects and produce solid work products.
• Work as a member of a team and independently, including willingness to help others (cooperative), and share knowledge, information, contacts, and experience.
• Address issues in a timely manner.
• Use a high level of professionalism, diplomacy, and sound judgment.
• Handle and prioritize multiple, competing demands.

Working Conditions:

• Work during office hours between 8:30 a.m. and 5 p.m., Monday through Friday. A minimum 30-minute break must be taken when at least 6 hours are worked. Work hours must be accurate and contemporaneously recorded. A flextime of work hours may be used, if approved. Your supervisor will consider the needs of the office before approving flextime. Work after hours or on weekends may be occasionally required. This position is not eligible for remote work.
• Work is performed primarily in an office setting and at outreach sites.
• Prolonged periods of sitting at a desk and working on a computer.
• Often communicating with people using the phone, email, video call, or in person.
• Occasionally lift up to 15 pounds.
• Travel within the WTLS service area may be necessary.

Compensation & Benefits:

• Compensation: DOE. Starting salary for support staff is $44,458, plus $1,500 stipend for office coordinator duties. [AH6] This position is a full-time position and compensation is made according to the Wage Administration Plan that became effective on August 1, 2007 (as revised on April 22, 2019). 
• Benefits: Full-time benefits include the ability to participate in WTLS’ health insurance plan, dental plan, vision plan, LTD, Life Insurance, 401k retirement plan, paid Annual Leave (based on years of employment-starting at 12 days per year), paid Sick Leave (12 days per year), paid Holidays (12), and paid week off between Christmas and New Years. 

HOW TO APPLY: Send applications via email in Word or PDF format to hiring@wtls.org. Applicants must include a resume, writing sample, and three references with phone numbers. Applications will be accepted, and interviews scheduled on a rolling basis until the position is filled. Applicants are encouraged to apply as soon as possible. Only applicants scheduled for interviews will be notified.

WTLS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetic information.

Job Type: Full-time

Pay: From $44,458.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Experience:

• Microsoft Office: 1 year (Preferred)

Ability to Commute:

• Memphis, TN 38104 (Required)

Work Location: In person