What are the responsibilities and job description for the Client Services and Data Associate position at The Children's Law Center NY?

The Children's Law Center (CLC) is a non-profit legal services organization that represents children in custody, visitation, guardianship, paternity, family offense, and related child protective (abuse or neglect) proceedings in the Family Courts and the Integrated Domestic Violence Parts of the Supreme Court of the State of New York, and in appeals therefrom. CLC represents over 5,000 children annually in the Bronx, Brooklyn, Queens and Staten Island, providing holistic and zealous representation and support in the Court, the community and the legislature.

The mission of CLC is to provide children with a strong and effective voice in legal proceedings. Through our work in the courtroom and the community, we empower our clients, reduce the negative impact of family dissolution and court involvement, and promote well-being for young people.

Major Purpose of the Position :

Under the direction of the Manager of Client Services and Operations, the Client Services and Data Associate will work in a team environment to ensure the accurate record-keeping of client / case information systems, including client files and internal and external databases. The Client Services and Data Associate will also perform administrative tasks associated with the functioning of the borough office administration and Data team.

Results Expected of the Position :

Ensure efficient data collection, records management and excellent customer service to achieve collaborative and smooth operations of the Data team, borough office and CLC.

Essential Duties / Responsibilities :

Reviews, researches and inputs new and updated client-related data in CLC databases
Conducts research and reviews client and court related data in external databases
Collaborates with colleagues to resolve data and file management issues
Organizes and maintains closed cases in file room and offsite storage
Archives and retrieves case files as needed
Provides coverage at reception desk and performs associated duties as assigned
Schedules appointments as needed
Provides administrative support for designated managers
Copies, faxes, collates, batched and distributes documents
Assists Executive Director as requested
Fosters and maintains positive team environment
Assists in the implementation of special projects as needed
Works with CLC teams to review department practices, suggest solutions and implement improvements in order to meet client, court and organization needs
Actively participate on various committees, providing training and insight as needed
Attends and actively participate in supervision, team, and office wide meetings
Performs other duties as assigned or requested.

Position Requirements

Key Qualifications and Competencies :

High School Diploma or equivalent education

Minimum of three years’ experience working in a busy office environment handling multiple office tasks, including confidential data entry, multi-line telephone systems, and resolving inquiries from clients, other visitors and colleagues.

Bachelor’s Degree or certification / degree from an Office Assistant / Office Administration training program can be substituted for some of the experience requirement

Curiosity and eagerness to continue learning new skills, grow professionally and take an optimistic approach to new challenges

Demonstrated efficient, persistent and meticulous attention to detail along with outstanding initiative, analytical and critical thinking skills

Demonstrated skills as a regular user, of software, technology, and online resources -including knowledge of databases, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook including calendaring, task, etc.), Internet searches, etc., to assist all staff and for completing own office and workload management responsibilities

Exercises prompt communication vertically and horizontally to supervisor so that plans and projects can be evaluated swiftly and conflicting demands prioritized accordingly.

Superb customer service and communication skills, including excellent written, verbal, time management, and organizational skills

Proven ability to work independently with excellent judgment, diplomacy, professionalism and ability to prioritize, track and manage multiple requests simultaneously, and meet established deadlines.

Ability to identify issues of concern and possess strong troubleshooting, advocacy, and problem solving skills

Ability to foster and maintain a spirit of unity, teamwork and cooperation

Ability to conduct presentations, training and handle designated point person responsibilities as assigned

Demonstrated ability to exercise complete discretion when working with confidential and sensitive information

Interest in working with internal and external constituencies, interns, students, and volunteers

Proficiency in languages other than English preferred but not required

Experience with legal case management systems a plus

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