Case File Manager Jobs in Rochester, NY (NOW HIRING)

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JOB SUMMARY

The Legal Aid Society of Rochester, NY (LASROC) seeks a full-time Legal Assistant to work with attorneys in the Education Law Unit. The Legal Assistant provides administrative, legal, and client support services to the Education Law Unit. This role also serves as the primary Intake Coordinator for prospective clients by conducting intake screenings, conflict checks, and financial eligibility assessments. This role is responsible for maintaining client files, coordinating communications, assisting with case preparation, scheduling meetings and hearings, and supporting attorneys and advocates in the delivery of legal services. The Legal Assistant will work collaboratively with internal staff and community partners to ensure clients receive comprehensive support and access to resources.

ESSENTIAL FUNCTIONS

• Receives, screens, and triages intake calls from prospective clients regarding education law matters.
• Conducts conflict checks, gathers relevant case information, and completes financial eligibility assessments.
• Prepares intake applications and supporting documentation for review by attorneys and advocates.
• Opens, maintains, and monitors client files in accordance with agency procedures and case management requirements.
• Schedules client appointments, school meetings, hearings, and other case-related events.
• Explains documents to clients, obtains required signatures, and ensures proper completion of forms and records.
• Maintains regular communication with clients, attorneys, schools, and community agencies regarding case-related matters.
• Drafts correspondence, records detailed case notes, and enters information accurately into the case management system.
• Assists attorneys and advocates with preparation for school meetings, hearings, appeals, and other legal proceedings.
• Compiles program statistics, prepares reports, and supports data collection and program evaluation activities.

OTHER DUTIES

• Collaborates with internal programs and community agencies to connect clients with supportive services and resources.
• Conducts client follow-up communications and assists with client satisfaction evaluations.
• Maintains calendars and tracks important case deadlines and appointments.
• Conducts legal research and gathers information as assigned.

EDUCATION, KNOWLEDGE, SKILLS & ABILITIES

• Associate's degree in Paralegal Studies required; or High School Diploma/GED and two (2) years of equivalent legal, administrative, or client service experience.
• Notary Public License preferred; if not currently licensed, ability to obtain licensure within six (6) months of employment.
• Knowledge of general legal office procedures, case management practices, and client intake processes.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and attorney schedules simultaneously.
• Excellent attention to detail and ability to maintain accurate records and documentation.
• Proficiency in Microsoft Office Suite and case management software systems.
• Strong verbal and written communication skills, including the ability to communicate effectively with clients and community partners.
• Demonstrated ability to work collaboratively in a team environment and build positive working relationships.
• Ability to work independently and effectively in both office and remote work environments, including use of virtual communication platforms such as Microsoft Teams and Zoom.
• Access to reliable transportation and ability to travel to agency offices, schools, courts, and other locations as required.
• Demonstrated empathy, professionalism, and cultural sensitivity when working with diverse client populations.
• Commitment to social justice and a passion for serving underprivileged communities.

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands described here are representative of 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 essential functions.

• Extended periods of sitting at a desk or workstation while performing administrative tasks.
• Regular use of computers and other office equipment, requiring manual dexterity and visual concentration.
• Occasionally required to lift and/or move up to 10 pounds.
• Mobility within the office environment to attend meetings, training sessions, or other events.
• Ability to communicate effectively with associates, supervisors, and external stakeholders in person, over the phone, or via email.
• Office-based environment with standard office equipment and ergonomic furniture.
• Exposure to typical office noises such as phone calls, conversations, and office equipment operation.
• Work will be performed in an in-office environment.
• Occasional travel may be required for attending training sessions, conferences, or other related events.

Benefits:

• Hybrid Work schedule
• Paid Lunch Hour
• Employer contributions toward health and dental insurance plans
• Up to:
  • 15 days of vacation to start (More based on experience)
  • 96 hours of sick leave
  • 48 hours of personal time
  • 14 paid holidays a year
  • $600 per year internet stipend
  • 3% match on the 401(k) or Roth 401(k) plan of your choice
  • $3,000 salary differential for being proficient in a program-relevant language
• Professional development opportunities
• Public Service Loan Forgiveness qualifying employer
• Employee Assistance Program
• Employer contribution toward parking fees
  

The Legal Aid Society of Rochester, NY, provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.