Job Overview

Florida Rural Legal Services, Inc. provides free legal assistance to low-income clients in 14 counties and to migrant farm workers throughout the State of Florida. The purpose of this position is to provide civil legal assistance to indigent persons approved by the program policies and priorities on such matters as individual rights, housing, public benefits, elder law, family law, consumer rights, education, and employment law. 

The Pro Bono Assistant is a full-time position reporting to the Pro Bono Manager for pro bono assistance 50% duties/ and reporting to Advocacy Director and Leadership for other 50% of Admin duties. The Pro Bono Assistant will be focused on assisting and coordinating pro bono with the Pro Bono Manager and also helping the pro bono coordinator’s areas they are working in. The Pro Bono Assistant helps the coordinator in implementing the strategic vision and day-to-day management of FRLS’ pro bono program throughout their respective Judicial Circuits. This includes fostering positive relationships with the private bar, law firms, law schools, bar associations, state-wide access to justice commissions, community partners, and    national organizations. 

The assistant will be focused on assisting the coordinator and pro bono manager with contacting clients, providing pro bono retainers, and going over protocol with clients. Following up on pro bono forms, litigation approval forms, assisting with processing pro bono cost reimbursement forms. Assisting with organizing, training, and CLE events with pro bono volunteers. Helping with law students scheduling internships and volunteer hours. Helping with and attending pro bono clinics both in person and remote. The assistant will help support the coordinator on all pro bono aspects with placing and recruiting attorneys and billing their time to the LSC private attorney involvement grant. Helping organizes, plan, and assist with Bench Bar and Conference Annual Events. 

Regarding administrative duties, the pro bono assistant will work with Advocacy Director and Leadership on tasks such as training/ travel and flight scheduling, booking hotels for FRLS Team members. Also, assisting with credit card processing of authorizations, working with office managers for supply orders, and placing orders for outreach and pro bono swag items. Providing overall support for administrative team needs and requests.

Essential Functions

1.  Preparing affidavits, legal correspondence and other documents for coordinators.

2.  Organizing and maintaining documents in a paper or electronic filing system.

3.  Meeting with clients, attorneys, and other professionals to talk about case details.

4.  Assisting with pro bono requests from PAI attorneys. 

5.  Helping prepare opening and closing forms.

6.  Communicating and organizing annual pro bono mailout.

7.  Investigating facts and laws of cases and searching public records and other resources to   prepare cases and determine causes of action.

8.  Scheduling, attending, and helping run pro bono clinics

9.   Recruiting and assisting coordinator with finding volunteers and uploading information into
 Legal Server.
10.  Helping organizes, upload, document information and files in Legal Server for pro bono.
11.  Coordinate with pro bono legal assistant on tasks needed in respective area.
12.  Assist with communicating with pro bono clients and going over pro bono protocols,
 retainer forms, expectations, dates of clinics, timelines on placing cases.
13.  Sending correspondence and keeping pro bono clients updated as well as communicating
  with pro bono law firms and pro bono attorneys on status, gathering status reports.
14.  Helping schedule and organize pro bono clinics and training.
15.  Helping with reduced fee program and helping coordinator with placing cases “Champions
 of Justice.”

19.  Other pro bono / administrative duties assigned.

20.  Trainings & Travel authorization/booking/processing flights, rental cars, hotels.
21.  Assisting with processing credit card authorizations.
22.  Helping with planning and scheduling events.
23.  Working in administrative support role assisting Advocacy Director and Executive
 Administration.

Knowledge/Skills/Abilities

1.  Experience and skills assisting on legal matters. 

2.  Knowledge of the legal system, commitment to the mission of FRLS and compassion for the clients.

3.  Ability to forge positive relationships with prospects and colleagues.

4.  Good organizational, interpersonal and communication skills.

5.  Ability to work collaboratively, yet independently.

6.  Creativity and ability to maximize the use of existing resources.

7.  Working knowledge of Microsoft Suite (Word, Excel, and PowerPoint) and Case Management System.

8.  Must be familiar working with electronic document tracking, able to use computer technology effectively, including Microsoft products and remote communications systems, including shared on-line workspaces and web meeting and videoconferencing software, and to collaborate with staff located in multiple offices. Must be able to effectively communicate with peers, supervisors, clients, and the public.

9.   Must possess excellent written and oral communication skills.

10.  Have ability to manage multiple tasks. 

11.  Must possess the skills to build collaborative relationships between the staff and the community served by FRLS.

12.  Must be able to effectively work in high pressure situations which involve deadlines.

13.  Proficiency in Spanish or Creole is a plus. 

14.  Applicants will be subject to a background check.

Essential Duties & Responsibilities:

The employee in this position will be responsible for:

1. Maintaining client information in the database(s)

2. Conducting intakes

3. Communicating successfully and respectfully with clients by any available verbal or written means

4. Collection of client data

5. Drafting correspondence and preparing other written materials

6. Providing litigation support.

This includes support of the attorneys with client preparation, legal file documentation, pre-trial preparation, court appearances, motion practice, depositions, mediations, negotiations, and trial practice. In general terms, the assistant should be knowledgeable, confident, organized, disciplined, dedicated, and focused to ensure client work is handled in a competent manner. 

Working conditions

This position operates in a professional work environment.

Physical requirements

1. This is a largely sedentary role, however, some lifting of office supplies of up to 20 pounds may
 be required.

2. Must be able to travel throughout Florida, as needed.

Reports

Assists with grant compliance reports as needed and any other report as requested. 

EEOC Statement

Florida Rural Legal Services, Inc., does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other characteristic protected by federal, state of local law.