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Key Responsibilities and Required Skills for a Justice Manager Assistant

💰 $45,000 - $65,000

LegalAdministrationNon-ProfitGovernmentSocial Justice

🎯 Role Definition

The Justice Manager Assistant is the organizational and administrative linchpin of a justice-focused program, team, or department. This role is far more than traditional administrative support; it's a dynamic position that blends meticulous case management, client interaction, and programmatic support with a deep commitment to the principles of equity and justice. Acting as a central point of contact, the Assistant enables program managers, attorneys, and advocates to focus on their core strategic and legal work by ensuring that all operational, logistical, and case-related administrative functions run flawlessly. This professional is a trusted partner in driving the mission forward, requiring a unique combination of administrative excellence, emotional intelligence, and a genuine passion for social impact.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Legal Administrative Assistant
  • Paralegal or Junior Paralegal
  • Recent Graduate (Criminal Justice, Public Policy, Pre-Law)
  • Case Worker or Social Services Assistant

Advancement To:

  • Justice Program Manager or Coordinator
  • Senior Paralegal or Supervising Paralegal
  • Policy Analyst or Advocate
  • Court or Legal Operations Manager

Lateral Moves:

  • Case Manager
  • Community Outreach Coordinator
  • Grants and Compliance Specialist

Core Responsibilities

Primary Functions

  • Comprehensive Case File Management: Meticulously organize, maintain, and update physical and digital case files from intake to closure, ensuring all documents, correspondence, and case notes are accurately filed and easily accessible.
  • Client Intake and Initial Screening: Serve as the first point of contact for new clients, conducting initial intake interviews with empathy and professionalism to gather critical information, assess immediate needs, and explain program services and procedures.
  • Scheduling and Calendar Coordination: Proactively manage complex and dynamic calendars for multiple attorneys and managers, coordinating court appearances, client meetings, stakeholder calls, and internal deadlines with precision.
  • Legal Document Preparation and Formatting: Draft, format, proofread, and file a wide range of legal documents, including pleadings, motions, subpoenas, affidavits, and correspondence, adhering to strict court rules and formatting requirements.
  • Court Filing and E-Filing: Manage the electronic and physical filing of legal documents with various state and federal courts, ensuring all submissions are timely and compliant with local rules and procedures.
  • Client Communication and Follow-Up: Maintain regular, compassionate, and professional communication with clients to provide case status updates, request information, and remind them of upcoming appointments and court dates.
  • Database Administration and Data Entry: Ensure the integrity and accuracy of the case management system (e.g., Clio, MyCase, LegalServer) by performing timely and precise data entry for all case activities, client demographics, and outcomes.
  • Stakeholder Correspondence and Liaison: Act as a liaison between the justice program and external stakeholders, including co-counsel, opposing counsel, court clerks, government agencies, and community partners.
  • Logistical Support for Legal Proceedings: Coordinate logistical arrangements for depositions, hearings, and trials, including scheduling court reporters, arranging for interpreters, and preparing trial binders and exhibits.
  • Meeting and Event Coordination: Organize and provide logistical support for internal and external meetings, trainings, and community outreach events, including preparing agendas, taking minutes, and managing RSVPs.
  • Financial and Expense Processing: Process and track invoices, check requests, client-related expenses, and staff reimbursements, ensuring compliance with organizational financial policies.
  • Supply and Resource Management: Monitor and maintain inventory of office and legal supplies, ensuring the team has the necessary resources to operate efficiently.
  • Initial Legal and Factual Research: Conduct preliminary legal and factual research under the direction of an attorney or manager, utilizing legal databases like Westlaw or LexisNexis and other online resources.
  • Mail Processing and Distribution: Manage all incoming and outgoing mail, faxes, and deliveries, promptly scanning and distributing critical legal notices and correspondence to the appropriate team members.
  • Reporting and Data Compilation: Assist in compiling data and generating reports on case metrics, client demographics, and program outcomes for internal review, grant reporting, and strategic planning.
  • Onboarding Support for New Staff: Assist in the onboarding and training of new team members, interns, and volunteers by providing an overview of administrative procedures, software systems, and office protocols.
  • Records Retention and Archiving: Manage the process of closing and archiving case files in accordance with organizational policy and legal records retention requirements.
  • Notarization of Documents: Provide notary services for client affidavits, legal agreements, and other official documents as required, maintaining an active Notary Public commission.
  • Technology Troubleshooting and Support: Serve as the initial point of contact for minor office technology issues, liaising with the IT department to resolve software or hardware problems efficiently.
  • Client Resource Navigation: Help connect clients with ancillary support services by maintaining and providing an updated list of referrals for housing, mental health, and other social services.
  • Confidentiality and Information Security: Uphold the strictest standards of confidentiality and discretion in all communications and handling of sensitive client and case information.

Secondary Functions

  • Assist with the coordination and logistics of community "Know Your Rights" presentations and legal aid clinics.
  • Contribute content to organizational newsletters, social media updates, or website blogs related to program activities and successes.
  • Participate in internal working groups or committees focused on improving organizational culture, efficiency, or client service delivery.
  • Provide backup administrative support to other departments or programs during periods of high demand or staff absence.
  • Assist in the preparation of materials and reports for grant applications and funder compliance.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficiency in Case Management Software: Demonstrated experience with legal case management systems such as Clio, MyCase, LegalServer, or similar platforms.
  • Advanced Microsoft Office Suite Skills: Expert-level ability in Microsoft Word (including formatting legal documents), Excel (for data tracking), and Outlook (for complex scheduling).
  • Legal Document Formatting: Deep understanding of formatting requirements for pleadings, motions, and other court documents.
  • E-Filing Systems: Competency in using federal (Pacer) and state-specific electronic court filing systems.
  • Legal Research Databases: Familiarity with conducting basic searches on platforms like Westlaw, LexisNexis, or other legal research tools.
  • Database Management: Skill in maintaining data integrity, running queries, and generating reports from a database.

Soft Skills

  • High Level of Discretion and Confidentiality: An unwavering ability to handle highly sensitive and private information with the utmost integrity.
  • Exceptional Empathy and Interpersonal Skills: The capacity to interact with clients from diverse backgrounds, many of whom may be in crisis, with compassion and patience.
  • Strong Organizational and Time Management: The ability to juggle multiple competing priorities, deadlines, and tasks in a fast-paced environment without sacrificing quality.
  • Meticulous Attention to Detail: A commitment to accuracy in all tasks, from data entry and proofreading to scheduling and filing.
  • Resilience and Composure Under Pressure: The ability to remain calm, professional, and effective when faced with tight deadlines, challenging clients, or unexpected obstacles.
  • Proactive Problem-Solving: An ownership mentality that involves anticipating needs, identifying potential issues, and proposing solutions before they become problems.
  • Excellent Written and Verbal Communication: The ability to communicate clearly, concisely, and professionally with clients, colleagues, court personnel, and other stakeholders.

Education & Experience

Educational Background

Minimum Education:

  • Associate's Degree or a recognized Paralegal Certificate.

Preferred Education:

  • Bachelor's Degree.

Relevant Fields of Study:

  • Paralegal Studies
  • Criminal Justice
  • Criminology
  • Public Administration
  • Political Science
  • Sociology

Experience Requirements

Typical Experience Range: 2-5 years of progressively responsible administrative or paralegal experience.

Preferred: Direct experience working within a legal aid society, public defender's office, non-profit organization, or a government agency focused on justice or social services is highly valued. A demonstrated passion for and commitment to social, economic, or racial justice is a significant asset.

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