Job Title

Job Code1054Department NameLegal Fund AdminReports ToDirector, Operations & StrategyFLSA StatusExemptUnion CodeN/AManagementYesAbout Us:Building Services 32BJ Benefit Funds ("the Funds") is the umbrella organization responsible for administering Health, Pension, Retirement Savings, Training, and Legal Services benefits to over 185,000 SEIU 32BJ members. Our mission is to make significant contributions to the lives of our members by providing high quality benefits and services. Through our commitment, we embody five core values: Flexibility, Initiative, Respect, Sustainability, and Teamwork (FIRST). By following our core values, employees are open to different and new ways of doing things, take active steps to improve the organization, create an environment of trust and respect, approach their work with the intent of a positive outcome, and work collaboratively with colleagues.The Funds oversees and manages $11 billion of dollars in assets, which are made up of many, varied and complex funds. The dollars come from a number of sources, including the property owners who pay into the funds on behalf of their employees, and as such, requires those who oversee and manage the money to be highly skilled financial management people.32BJ Benefit Funds will continue to drive innovation, equity, and technology insights to further help the lives of our hard-working members and their families. We use cutting edge technology such as: M365, Dynamics 365 CRM, Dynamics 365 F&O, Azure, AWS, SQL, Snowflake, QlikView, and more.Please take a moment to watch our video to learn more about our culture and contributions to our members: youtu.be/hYNdMGLn19AJob Summary:The Building Service 32BJ Legal Services Fund supports a large, and geographically diverse membership base of approximately 185,000 active members annually. While not all eligible members access legal services each year, the Fund is responsible for ensuring access, coverage, and compliance for this population across multiple jurisdictions and areas of law. The Fund provides coverage across a broad range of legal matters, with Immigration matters representing the largest share of cases, followed by Matrimonial and Family Law matters. These legal services are provided by Staff Attorneys, who are directly employed by the Fund and primarily handle matters arising in New York City, and Cooperating Attorneys (CA), who are external counsel retained and paid by the Fund to handle cases outside New York City, matters involving conflict of interest, or cases requiring geographic reach beyond the Fund's in-house capacity. The Legal Services Fund is supported by a team of 58 professionals, consisting of 16 staff attorneys, 10 paralegals, 10 intake specialists, 4 legal assistants, 7 operations staff, and 11 management staff members. Under the supervision of the Director, Operations & Strategy, the Manager, Legal Services Fund Administration is responsible for managing the administrative operations of the Legal Fund, including supervising non-attorney personnel, evaluating and managing the Fund's information systems, assisting in the management of the Fund's finances, supporting the coordination of the Fund's client services and evaluation, managing and supervising the facilities of the Fund. The Manager, Legal Services Fund Administration assists the Fund's supervising staff in recruitment, training and improving the total quality of the practice of law for the Fund.Essential Duties and Responsibilities:Manage hiring, onboarding, and professional development for the Legal Fund, including recruitment and training of staff in collaboration with the supervisory team and Benefit Funds' HR departmentSupervise personnel, including Intake Specialists, Assistant Manager and Administrative staff in performing the duties necessary to support the goals of the Legal FundProvide coaching and constructive feedback to staff members to promote staff developmentStrengthen and/or develop operations and systems including case management, calendaring, timekeeping, expense tracking, vendor management, personnel files, and maintain/develop policies and procedures documentsWork with Human Resources on recruitment and employee relations for the Legal Fund, including counseling personnel who are not complying with Fund procedures and standards and taking disciplinary action if necessaryIn conjunction with the Fund's Director and the Human Resources team, participate in collective bargaining negotiationsOrganize and facilitate staff meetings and multiple touch points for communication among the organization's stakeholdersMaintain personnel records for all employeesMaintain records of CLE compliance for AttorneysMaintain and update Legal Fund policiesAdminister the Fund's timekeeping records and maintain accurate documentationServe as back-up for regular processing of financial processes including Positive Pay, Escrow, NACHA and ACH systems in addition to responding to requests made by auditorsDrive Fund culture initiatives to foster collaboration and staff engagementConduct periodic evaluations of the technology equipment used by the Fund, including hardware and software to determine whether upgrades or elimination are requiredManage records retention, including information storage and retrievalMaintain directories and storage of document templates across departments, and proactively make updates as neededCoordinate and implement procedures concerning members' eligibilityManage the telephone system, including assessments to ensure the Fund has a cost effective and up-to-date systemMonitor call analytics and reportsHandle coordination of IT service ticketsWork with Legal Fund supervisors in creating efficiencies and identifying new initiatives within their departmentsManage all aspects of the accounts payable process, including payment of vendor invoices, drafting of memos, contract negotiations, and maintaining documentationPerform testing of hardware and software platforms as neededManage departmental vendors and contracts (e.g., malpractice insurance, library and research tools)Manage interpreter relations and organize interpretation for calls, in-person meetings, and court appearancesOffice space planning, including renovation of office space when necessaryCoordinate with Facilities regarding new and ongoing maintenance requestsRequisition of office furniture, including assessment of accommodation requests in conjunction with Facilities as requiredMaintain office equipment, including printers/copiers, scanners, fax machines, postage and other mail equipmentCoordinate with relevant entities in any supplies request, including ordering of Legal Fund suppliesCoordinate with the Mailroom and IT on any digital mail or physical mail processes including daily mail run coverageManage the legal intake program, including quality and accuracy of client interactions, ensuring timely review of complaints, accurate records and reportingPerform quality review checks of staff-client interactionsAdminister all aspects of the Legal Fund's seminar programCollaborate with Member Engagement and Communications on member outreach initiativesAnswer inquiries from clients, vendors, and other FundsCoordinate the preparation and periodic updating of the Fund's informational materialsDisplay sensitivity and nuance in the handling of client mattersAnticipate the additional resources necessary to provide legal services to a growing base of membersPerforming any other relevant, related or pertinent work or duties as requested or assigned by Legal Fund supervisorsQualifications (Competencies):4+ years of experience in the operations of a complex and busy organizationPrior experience in legal administration, legal operations, or legal project management preferredConfidence in taking initiative, thinking creatively, problem solving, working well under pressure, and managing projects effectivelyAbility to autonomously manage multiple tasks, projects, and responsibilities in parallelExcellent supervision skills and enthusiasm for leading and managing peopleStrong organizational, planning, and time management skillsExceptional attention to detailStrong oral and written communications skills, including editing and proofreading skillsExperience working collaboratively and coordinating responsibilities with colleagues across departments on projectsExperience using software/technology that supports legal operations (e.g., case management, time-keeping, expense and invoice processing, accounting, call center, etc.)Proficiency with Microsoft Office, Adobe Acrobat, and experience with spreadsheets and databasesSoft Skills (Interpersonal Skills):Strong active listening skills and demonstrates attentiveness to concerns raised by staffExercises sound judgment when prioritizing competing demands, handling sensitive matters, and escalating issues appropriately.Navigates sensitive information with discretion, professionalism, and emotional intelligence.Adaptable to changing organizational needs and changes.Education:Master's degree preferred, Bachelor's degree required in Political Science, Legal Studies, Business Administration, or other relevant fields required.Language Skills:Bilingual in English and Spanish preferredReasoning Ability:HighPhysical Demands: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 to perform the essential functions. 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 to perform the essential functions.Under 1/3 of the time: Standing, Walking, Climbing or Balancing, Stooping, Kneeling, Crouching, or CrawlingOver 2/3 of the time: Talking or Hearing100% of the time: Using HandsWork Environment:The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.1/3 to 2/3 of the time: Work near moving or mechanical parts, exposure to radiation, moderate noise.