Administrative Legal Assistant/Intake Legal Assistant, PLC Prince George, Term B015-24

LEGAL AID BC

POSTING

 

TO:                                LABC STAFF (cc: BCGEU)

 

FROM:                           HUMAN RESOURCES DEPARTMENT

 

POSITION:                    ADMINISTRATIVE LEGAL ASSISTANT/INTAKE LEGAL ASSISTANT,

                                      PARENTS LEGAL CENTRE

 

                                      ONE FULL-TIME TERM POSITION – PRINCE GEORGE                      

                                      TO MARCH 31, 2025

 

COMPETITION NO:        B015-24

 

DATE POSTED:             April 30, 2024

 

CLOSING DATE:            May 14, 2024

 

STARTING DATE:          ASAP

 

SALARY:                       Job Class 10 ($55,189 - $62,968)

 

HOURS OF WORK:        35 hours per week, Monday to Friday

This position is not on the modified workweek. 

 

 

Pursuant to approval granted under the Special Programs section of the BC Human Rights Code, preference will be given to applicants of Indigenous Ancestry. We encourage applicants to self-identify within their resume and/or cover letter.

 

This position works closely with the Parents Legal Centres (PLC) lawyer(s) and paralegal(s)/advocate(s).  It is located at the PLC office and has a child protection focus.  Attendance at the courthouse on list days, may be required.

 

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. 

 

The following job duties are illustrative examples and shall not be construed as an exhaustive description of all the work requirements that may be inherent in the job.

 

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.  It informs everything we do, as we defend liberty, equality, autonomy, and dignity; as we dismantle colonization, racism, sexism, transphobia and homophobia, and all discrimination.  These are our values, and they inform our hiring practices too.  Our business is aiding people in severe legal distress and necessitates internal and external alignment of practicing these values.  Integrating Truth and Reconciliation and Equity, Diversity, and Inclusion throughout every aspect of Legal Aid BC is critical to building that culture, and we prioritize ongoing resources to achieve that goal. 

 

DUTIES:

 

1. PROGRAM COORDINATION:

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

 

2. ADMINISTRATION:

1. Draft, produce routine correspondence and legal documents, answer telephone inquiries, provide information on services offered or direct to other community resources;
2. 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;
3. Order pamphlets and office supplies, call for equipment repairs, and maintain library material;
4. Develop and maintain filing system, including storage and destruction;
5. Develop and maintain client file lists, and client records in the database and other LABC systems;
6. 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;
7. Maintain a “bring forward” system, limitation diary, calendar, and calendar shared with roster, Staff Managing and/or Lead Lawyers;
8. Maintain and reconcile petty cash fund; remit for reimbursement; and
9. Orient, train, schedule, and provide guidance to new and casual staff and roster lawyers as required.

 

3. CLIENT FILE MANAGEMENT:

1. Open, process, maintain and close case files;
2. Contact lawyers to arrange services, make referrals and issue contracts to private bar lawyers, or other agencies;
3. 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;
4. Enter data into LABC client database and process and issue contracts; and
5. Monitor the message centre and respond to client enquiries and messages.

 

4. INTAKE SERVICES / PUBLIC LEGAL EDUCATION & INFORMATION:

1. Provide an empathetic, non-judgemental, open-minded and person-centered approach aimed at building trust with clients in order to identify legal issues and urgency, meeting them where they are at;
2. Practice active listening, non-violent communication, non-violent crisis intervention and de-escalation techniques in order to achieve communication and information sharing with clients facing barriers to service through a lens of Truth & Reconciliation and Equity, Diversity & Inclusion;
3. Use trauma informed approach to complete client intake by obtaining client information to complete legal aid application;
4. Interview clients in person and by phone to answer enquiries, analyse and clearly identify client’s legal issue(s), urgency of issue and provide legal information / verified legal advice;
5. Identify client’s needs and circumstances and decide on course of action, including completion of intake application, provide legal information, redirect to other LABC or community resources;
6. Determine coverage and assess eligibility for legal aid based on legal aid coverage policies and guidelines;
7.  Explain LABC coverage and financial eligibility criteria;
8. Keep current and be familiar with changes to policies, processes and procedures that affect clients’ eligibility to Legal Aid;
9. Determine if eligibility criteria can be waived based on current circumstance and past practice, as well as discuss and provide recommendation to supervisor in more complex situations;
10. Communicate decisions on legal aid application and provide rationale for decision of legal aid applications that are not approved; and
11. Refer complex applications and matters to supervisor;

 

5. PERFORM OTHER RELATED DUTIES:

1. 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, question and reading to obtain relevant information; to communicate positive or negative information both verbally and in writing, in a tactful and empathetic manner, to internal and external audiences
• Demonstrated ability to provide quality customer service in a timely and professional manner while exhibiting diplomacy in a stressful and deadline driven environment
• Demonstrated ability to act as a representative of the organization by assuming responsibility for providing courteous, empathetic, knowledgeable service to meeting the expectations of clients and service providers
• Demonstrated ability to proactively identify and analyze problems and make decisions within policy, procedures, and guidelines while exhibiting sound judgment and using discretion where required
• Demonstrated ability to establish and maintain professional and effective relationships with co-workers, clients, external agencies, and service providers in an environment which includes competing demands, sensitive issues and potential conflict
• Demonstrated ability to both independently and within a team environment, plan, coordinate, organize and prioritize a diverse, high volume workload to effectively multi-tasks and meet deadlines, changing demands and priorities while maintaining accuracy in order to achieve goals and objectives
• Demonstrated ability to train, orient, motivate, and provide guidance, and act as a resource to others
• Working knowledge of Family and Child Protection Law  rules and procedures
• General knowledge of methods available to stay current with Family and Child Protection Law and procedure changes
• Understanding of Indigenous issues, cultures as well as Indigenous community groups and agencies
• Understanding of current issues affecting Indigenous communities
• Understanding of traditional native justice concepts, alternative measures, mediation and diversion practices
• Awareness of government laws and policies impacting Indigenous peoples
• Ability to communicate and relate to Indigenous people and their communities, with sensitivity to cultural and Tribal/Nation differences
• Understanding of the structure and history of Indigenous communities within BC
• Demonstrated ability to type 45 wpm
• Working knowledge of English grammar and spelling
• Basic Working knowledge of database systems
• Intermediate Working Knowledge of MS Office Suites (word, excel, PowerPoint)
• Intermediate Working Knowledge of Outlook

 

This competition may require skills testing based on the qualifications for this position: Microsoft 365 (Office Suite) – Word, Excel, Outlook, PowerPoint, Access Spelling Typing Written Assessment

 

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 including a Canadian Police Information Computer (CPIC) system check

 

 

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, where premiums are 100% paid by LABC
• A generous defined benefit pension plan
• Support for training and development
• An Employee and Family Assistance program
• The opportunity to participate in various Employee programs (Employee Wellness, etc.)
• Support for a healthy work/life balance
• Generous leave provisions (sick time, special leaves) 
• 13 paid statutory holidays
• An opportunity for a flexible hybrid work arrangement for some positions (LABC reserves the right to change this policy at any time)
• Transit friendly employer for eligible staff to have their commute subsidized
• Dog-friendly offices 
• Dedicated Cultural Leave provisions for Indigenous employees
• An Equity, Diversity and Inclusion Council, and Indigenous employees Council and Accessibility Committee of employees from equity-seeking groups that advises on ongoing improvements and investments in Equity, Diversity and Inclusion at our workplace

 

VISIT OUR WEBSITE AT www.legalaid.bc.ca

 

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