Job Description

Position:  Legal Assistant

Employment Type: Part Time (20 Hours), Non-Exempt Hourly

Reports To: Administrative Director of Legal Services

About Us:  

At Mental Health Advocates of Western New York (MHA), our Legal Services Program is dedicated to protecting the rights of individuals facing mental health challenges and ensuring access to justice for some of the most vulnerable members of our community. We work at the intersection of mental health and law, helping individuals secure stability, dignity, and basic needs. 

Our team values compassion, professionalism, collaboration, and integrity. If you are mission-driven and want your work to make a real difference in Western New York, this is the place for you. 

We offer a supportive, employee-centered environment that prioritizes work/life balance. Benefits may include hybrid flexibility (when appropriate), summer hours, comprehensive benefits, and access to our on-site gym. 

Position Summary:  

The Legal Assistant provides high-level administrative and case support to attorneys within the Legal Services Program. This role is essential to the effective management of case files, court documents, client communication, reporting requirements, and overall office operations. 

The Legal Assistant does not provide legal advice or represent clients but plays a critical role in ensuring cases move efficiently through the legal process while maintaining the highest standards of confidentiality and professionalism. 

Essential Functions:  

• Prepare, format, proofread, file, serve, mail, deliver, and track legal documents including pleadings, motions, petitions, notices, correspondence, and court forms. 
• Maintain accurate and organized electronic and physical case files, including timely entry and management of case information within database systems. 
• Coordinate attorney calendars, schedule court appearances, monitor deadlines, and assemble case files and supporting documentation for court proceedings. 
• Communicate professionally with clients, court personnel, opposing counsel, service providers, and community partners via phone, email, and in person. 
• Assist with client intake by gathering documentation and financial eligibility information as required. 
• Provide procedural information and referrals within the scope of the role (without offering legal advice). 
• Maintain detailed case notes and time records in accordance with program and funder requirements. 
• Compile and prepare statistical data and documentation necessary for grant and funder reporting. 
• Maintain strict confidentiality of all client records and communications. 
• Participate in staff meetings, trainings, and continuous quality improvement initiatives. 
• Provide administrative and operational support to the Legal Services Program Director and attorneys. 
• Perform other duties as assigned to support effective program operations. 

Qualifications:  

One of the following: 

• Associate’s Degree in Paralegal Studies; OR 
• Bachelor’s Degree with a Paralegal Certificate; OR 
• Bachelor’s Degree with at least one (1) year experience in a legal setting; OR 
• High School Diploma/GED with five (5) years of experience as a legal assistant, paralegal, or legal secretary; OR
• An equivalent combination of education and experience. 

Preferred: 

• Experience working with low-income individuals, individuals with disabilities, or vulnerable populations. 
• Experience in civil legal services or public interest law. 

Required Skills:  

• Strong understanding of legal terminology, court procedures, and document preparation/drafting
• Proficiency in Microsoft Office (Word, Excel, Outlook) and database management systems. 
• Excellent written and verbal communication skills. 
• Strong organizational skills and meticulous attention to detail. 
• Ability to manage multiple deadlines in a fast-paced environment. 
• Ability to read and interpret government regulations and court documents. 
• Demonstrated ability to maintain high levels of confidentiality and discretion. 
• Professional demeanor and collaborative, team-first attitude. 
• Sensitivity to the needs of individuals experiencing mental health challenges. 
• Sound independent judgment within scope of role. 

Travel Requirements:  

Incumbents must possess a valid Driver License and reliable transportation with the ability to travel within New York State, as well as nationally, if required 

Physical Demands:  

The physical demands described represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is regularly required to stand, walk, and sit for long periods of time. The employee is required to regularly reach with arms and hands; use hands to handle. Hands and fingers frequently perform repetitive motion including typing/keying. Occasionally the employee will lift and/or move up to 25 pounds. This job requires close vision, peripheral vision, depth perception and the ability to adjust focus. Employee is required to regularly talk and hear. 

The above job description is not a contractual or binding document; it is provided as a guide to the types of duties required to be undertaken. Duties may vary from time to time, and this description is subject to review. Modifications will be made as needed to support changes in the business climate and requirements. 

The Mental Health Advocates of WNY is an equal employment opportunity employer. Employment decisions are based on merit and business needs, and not on race, color, citizenship status, national origin, ancestry, gender, sexual orientation, age, weight, religion, creed, physical or mental disability, marital status, veteran status, political affiliation, or any other factor protected by law. 

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