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Administrative Assistant - Law Library

Part Time

The Part-Time Administrative Assistant provides vital support to the Law Library, Legal Navigators, and Director. This role includes answering phones, assisting the public, managing files, preparing documents, scheduling, and offering flexible support as needed. The ideal candidate is professional, computer-literate, a strong communicator, and ready to work in a dynamic legal environment.

Work Environment: Office-based, with a focus on providing administrative support to the Law Library, Legal Navigators, and Director.

Flexible hours based on the needs of the office and department. The typical schedule is Monday through Thursday, 8:45 AM to 4:45 PM, with occasional Fridays from 8:45 AM to 12:00 PM.

Benefits: Part-time position with potential for professional development and training. (Benefits may not be available for part-time employees, depending on your organization’s policies).

Key Responsibilities

Administrative Support to Legal Navigators & Director

  • Provide general administrative assistance to Legal Navigators and the Director to support the daily operations of the Law Library

  • Schedule appointments, meetings, and manage calendars for the Director and Navigators

  • Prepare and organize documents, correspondence, and presentations as directed

Phone & Client Support

  • Answer incoming phone calls, route inquiries appropriately, and provide basic information about library services

  • Assist pro se litigants with questions regarding legal materials and guide them on how to access and use resources

Filing & Document Management

  • Maintain organized filing systems for both physical and digital legal documents and correspondence

  • Prepare documents for filing and ensure all records are accurately labeled and stored for efficient retrieval

Data Entry & Statistics Management

  • Update and manage statistical data related to library usage, form sales, and client interactions

  • Prepare weekly or monthly reports using Microsoft Excel

  • Analyze data trends and assist with reporting for internal review and grant-related purposes

Letterhead Preparation & Document Typing

  • Draft and prepare official correspondence, forms, and documents on letterhead

  • Type, format, and proofread legal and administrative documents to ensure accuracy and professionalism

  • Assist the Director and Legal Navigators with document creation and revisions as needed

General Office Support

  • Help manage Law Library inventory, including legal books, forms, and supplies for patrons

  • Maintain a clean, organized, and welcoming library environment

  • Provide general office support such as mail handling, supply management, and assisting with event or meeting logistics

Minimum Qualifications

Education

  • High School Diploma or equivalent required. Associate’s degree or experience in a legal or administrative setting preferred.

Experience

  • 1-2 years of administrative experience, particularly in a legal or public service environment, is preferred.

  • Experience with filing systems, answering phones, and providing customer service.

Skills

  • Strong organizational skills with the ability to manage multiple tasks in a fast-paced environment.

  • Excellent written and verbal communication skills.

  • Ability to work independently and as part of a team, handling administrative tasks efficiently and professionally.

  • Ability to manage multiple responsibilities in a public-facing, fast-paced environment

  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook)


Additional Hiring Requirements

  • In-person Interview (may include a few assessment exercises)

  • Virtual Screening with Library Director

  • Drug Screening

  • County Onboarding Application


    Application Checklist

  • Completed Application Form Resume or CV

  • Proof of Education (Diploma, GED, or Transcript)

  • Optional Cover Letter


    Please email supplemental documents to: info@swgalegalselfhelp.com

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