Administrative Legal Assistant/ILA, PLC Smithers - Term B114-24

Administrative Legal Assistant/ILA, PLC Smithers - Term B114-24

Smithers, BC, Canada Req #414

LEGAL AID BC

POSITION: ADMINISTRATIVE LEGAL ASSISTANT/INTAKE LEGAL ASSISTANT

ONE REGULAR TERM POSITION – SMITHERS (until June 12, 2026, or the return of the incumbent)

COMPETITION NO: B114-24

DATE POSTED: January 23, 2025

CLOSING DATE: February 20, 2025

STARTING DATE: May 12, 2025

SALARY: Job Class 10 ($56,845- $64,857) as of April 1, 2025

HOURS OF WORK: 8:30 am – 4:30 pm (35 hours/week, Monday to Friday)

This position is not on the modified workweek.

PRIMARY FUNCTION: Provide administrative and legal administrative support for the Department, Managing Lawyer, Lead Lawyer, Staff Lawyer, roster lawyers lead and/or Paralegal/Advocate. Provide front line services to the public for in-person, online and telephone legal aid programs including intake services. Provide legal information and assess eligibility and suitability for services.

VALUES STATEMENT: Our commitment to the principles of fundamental justice embedded in the Charter of Rights and Freedoms, and to Truth and Reconciliation, and Equity, Diversity, and Inclusion is ambitious and foundational.

JOB DUTIES AND TASKS

1. PROGRAM COORDINATION:

• Coordination of the day-to-day running of the program operations;
• Assist with the implementation and delivery of the program;
• Provide input to and maintain program processes, policies and procedures, create and maintain manuals, and records management;
• Process and maintain program data, databases, data input and reporting;
• Maintain quality control of operating policies established by the lead lawyer and program team.

2. ADMINISTRATION:

• Draft, produce routine correspondence and legal documents, answer telephone inquiries, provide information on services offered or direct to other community resources;
• Provide administrative support to the Department, Lead Lawyer, Managing Lawyer, Staff Lawyer, roster lawyers and/or paralegal/advocate(s) including ensuring time keeping is entered into systems;
• Order pamphlets and office supplies, call for equipment repairs, and maintain library material;
• Develop and maintain filing system, including storage and destruction;
• Develop and maintain client file lists, and client records in the database and other LABC systems;
• Provide required documents to lawyers, clients, and other external contacts as required and respond to follow-up requests and or problems regarding referrals and contracts;
• Maintain a “bring forward” system, limitation diary, calendar, and calendar shared with roster, Staff, Managing and/or Lead Lawyers;
• Maintain and reconcile petty cash fund; remit for reimbursement;
• Orient, train, schedule, and provide guidance to new and casual staff and roster lawyers as required.

3. CLIENT FILE MANAGEMENT:

• Open, process, maintain and close case files;
• Contact lawyers to arrange services, make referrals and issue contracts to private bar lawyers, or other agencies;
• Book appointments for the lawyer(s) and/or paralegal/advocate(s), coordinate scheduling of client appointments, maintain and update the calendar shared by lawyers, contact lawyers to arrange client services;
• Enter data into LABC client database and process and issue contracts;
• Monitor the message centre and respond to client enquiries and messages.

4. INTAKE SERVICES / PUBLIC LEGAL EDUCATION & INFORMATION:

• Provide an empathetic, non-judgmental, open-minded and person-centered approach aimed at building trust with clients in order to identify legal issues and urgency;
• Practice active listening, non-violent communication, non-violent crisis intervention and de-escalation techniques;
• Use trauma informed, anti-oppressive and culturally sensitive approach to complete client intake;
• Interview clients in person and by phone to answer enquiries, analyze and clearly identify client’s legal issue(s), urgency of issue and communicate legal information / verified legal advice;
• Identify client’s needs and circumstances and decide on course of action, including completion of intake application;
• Determine coverage and assess eligibility for legal aid based on legal aid coverage policies and guidelines;
• Explain LABC coverage and financial eligibility criteria;
• Keep current and be familiar with changes to policies, processes and procedures that affect clients’ eligibility to Legal Aid;
• Communicate decisions on legal aid application and provide rationale for decision of legal aid applications that are not approved;
• Refer complex applications and matters to supervisor.

5. PERFORM OTHER RELATED DUTIES:

• Perform other related duties as required.

QUALIFICATIONS:

Basic Requirements:

• Grade 12 education supplemented by completed Legal Administration courses or program
• Completed courses in Law, Sociology or related disciplines
• Minimum of 5 years of Administration experience in a law environment
• Minimum of 1 year of Intake experience

Rated Requirements:

• Demonstrated ability to communicate effectively by active listening, asking questions, and reading to obtain relevant information;
• Demonstrated ability to provide quality customer service in a timely and professional manner;
• Demonstrated ability to act as a representative of the organization by providing courteous, empathetic, knowledgeable service;
• Demonstrated ability to proactively identify and analyze problems and make decisions;
• Demonstrated ability to establish and maintain professional and effective relationships;
• Demonstrated ability to independently and within a team environment, plan, coordinate, organize and prioritize workload;
• Demonstrated ability to train, orient, motivate, and provide guidance;
• Knowledge of court and tribunal procedures;
• Working knowledge of Family and Child Protection Law rules and procedures;
• Ability to work effectively with a wide range of people;
• Ability to practice cultural competency;
• Ability to manage confidential and sensitive information;
• Must have strong desire and ability to assist disadvantaged people;
• Understanding of the structure and history of Indigenous communities within BC;
• Demonstrated ability to type 45 words per minute (wpm);
• Working knowledge of English grammar and spelling;
• Intermediate Working Knowledge of MS Office Suite.

This competition may require skills testing based on the qualifications for this position.

Employment is conditional upon completing and obtaining clearance from the following:

• Criminal Record Check (CRC) in accordance with the Criminal Records Review Act
• Security clearance check by BC Corrections.

We offer (based on your employment status and affiliation):

• Four weeks paid vacation to start that grows the longer you are with LABC
• An excellent employee benefits package
• Support for training and development
• An Employee and Family Assistance program
• Support for a healthy work/life balance
• Generous leave provisions (sick time, special leaves)
• 13 paid statutory holidays
• Transit friendly employer for eligible staff
• Dog-friendly offices
• Dedicated Cultural Leave provisions for Indigenous employees

We would like to thank all external applicants for their interest but regret that only those shortlisted will be contacted.