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A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Job Summary

Department Summary

Student Legal Services is a full service law office that serves enrolled students of the University of Michigan’s Ann Arbor campus.

Job Summary

The Legal Secretary at Student Legal Services performs a wide variety of duties to support the business of a Legal practice. The office employs a staff of five attorneys and a legal assistant.

The individual in this position is the primary person who handles day-to-day financial operations for the department.

This individual also interacts with members of the university community who are seeking to use Student Legal Services.

This individual assists the director in preparation of the annual budget and makes recommendations on expenditures.

Responsibilities*

On a daily basis the Legal Secretary performs the following job responsibilities: 

  • Assists the attorneys with document preparation and filing of court documents, and facilitating correct service of process. 
  • Maintains the office calendar including all court appearances and other events.  
  • Is responsible for the maintenance of the office files.
  • Opens new case files.
  • Prepares the proper paperwork to be submitted to the prosecuting official’s office in order to secure police reports and other discovery materials in a timely fashion for criminal cases.  
  • Closes case files, corresponding with clients regarding this closure, and filing the cases for storage or annual imaging. 
  • Assists former clients who request information from their file, by obtaining that file from Web Now and providing them with the requested information pursuant to the attorney’s direction. 
  • Answers the phone and routes calls as necessary.  If a student is requesting legal assistance, the Legal Secretary determines if the issue falls within areas covered by the service.
  • Determines if the student is currently enrolled and eligible for the service.
  • Makes appointments for intake meetings with an attorney.  If they cannot use this service, the Legal Secretary may provide other resources they may contact for help.  
  • Assist individuals with the notarization of documents and maintain the notary log, as needed.

 

FINANCIAL MANAGEMENT

  • Maintain Client Accounts:
    • Maintain the client account ledgers, make bank deposits, and prepare checks as needed for litigation and settlement purposes. 
    • Prepare a monthly report listing all receipts by clients and disbursements from those accounts.
    • Reconcile the Chase IOLTA client account statements on a monthly basis. 
    • Prepare and file Unclaimed Property statements with the State of Michigan for unclaimed client account balances.
  • Manage the purchase of supplies, equipment, and services for the department using the appropriate U-M procurement method.
  • Prepare and process department financial transactions such as invoices, PeoplePay or Purchase Orders as needed.
  • Create expense reports as part of the Purchasing Card (pcard) reconciliation and expense reimbursement process in the Concur System for all staff.
  • Monitor, control, and verify departmental revenue and expenses against source documentation.
  • Manage departmental financial data for department budget planning and periodic reporting purposes.
  • Assist Director with initial and final reviews of annual budgets.
  • Promote responsible use of resources within the department.
  • Ensure department compliance with U-M financial management policies and procedures.  Communicate changes in process to all staff.
  • Represent department as Key Administrative liaison.
  • Serve as departmental liaison to Student Life Budget and Finance.

 
HUMAN RESOURCES MANAGEMENT

  • Support departmental human resources activities – prepare forms and coordinate routine activities with Student Life Human Resources including recruitment, hiring, changes in salary and funding source of full-time, temporary employees and students.
  • Provide administrative support for recruitment activities including scheduling and communications.
  • Coordinate onboarding of new department staff, including scheduling; arranging space, equipment and system access as needed; and training on departmental policies, procedures, and general office systems.
  • Manage employee exit processes as defined by the checklist.
  • Maintain office personnel files for all staff members.
  • Develop and review departmental policies and procedures related to business functions.

 

FACILITIES MANAGEMENT

  • Manage and coordinate department requests for facilities installations, repairs, moves, and cleaning.
  • Identify and report office equipment requiring replacement and research new equipment options.
  • Coordinate use of facilities, services and equipment among staff of the department.
  • Serve as liaison to U-M Technology Services, U-M phone services and building manager.
  • Prepare annual space survey, when required.

 

GENERAL ADMINISTRATIVE MANAGEMENT

  • Supervise any student volunteers and summer clerical assistants and manage their performance to ensure that they provide the services and service levels needed.
  • Prepare forms required for continuing legal education seminars.
  • Coordinate travel arrangements for all staff, as needed.
  • Maintain general information about the department internally.
  • Maintain office Library.
  • Assist in the preparation of presentations, general communication and reports.
  • Work on special projects as assigned by the director.
  • Manage the general administrative needs of the department.
  • Handle communications, information and data with sensitivity and confidentiality.
  • All other duties as assigned. 

Required Qualifications*

  • Minimum of an Associate’s Degree
  • Minimum 2 years progressive Administrative experience.
  • Working knowledge of  Word, Adobe, and The Windows operating system.

Desired Qualifications*

  • Bachelor’s degree
  • MPathways Experience
  • 1 – 2 years Accounting Experience
  • 1 – 2 years prior experience in a law office
  • 2 years Budget and Bookkeeping experience
  • Notary public or eligibility to become one within 3 months of hire
  • Budget and bookkeeping skills with the ability to adapt to M-Pathways systems 

Additional Information

PLEASE NOTE:  Relocation will not be offered for this position.

This role may have reporting obligations under Title IX and Clery.

Working conditions

The position requires a person to work with oftentimes challenging clients who are dealing with very stressful situations. The candidate must be able to demonstrate the ability to deal with such situations.

Direct reports

Student volunteers will report directly to the Legal Secretary.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.