Key Responsibilities and Required Skills for Justice Program Assistant

🎯 Role Definition

At its core, the Justice Program Assistant is the organizational and administrative backbone of a justice-focused program. This individual is a crucial team member who ensures the smooth and efficient operation of initiatives aimed at promoting access to justice, legal aid, policy reform, or community-based support. More than just an administrative role, the Program Assistant acts as a key liaison between clients, legal staff, program managers, and external partners. They are often the first point of contact for individuals seeking help, requiring a blend of empathy, professionalism, and exceptional organizational skills to manage sensitive information and complex logistical needs. This role is fundamental to enabling the program's legal and advocacy professionals to focus on their core mission, making a direct impact on the lives of the communities they serve.

📈 Career Progression

Typical Career Path

Entry Point From:

Legal Administrative Assistant or Secretary
Non-Profit Intern or Volunteer Coordinator
Administrative Assistant in a government or social services agency

Advancement To:

Justice Program Coordinator or Program Manager
Paralegal or Senior Paralegal
Policy Analyst or Community Outreach Manager

Lateral Moves:

Case Manager or Client Advocate
Grants and Development Assistant

Core Responsibilities

Primary Functions

Provide comprehensive administrative and logistical support to the justice program team, including managing complex calendars, scheduling multi-party meetings, and coordinating travel arrangements.
Serve as the primary point of contact for clients, community partners, and external stakeholders, skillfully triaging inquiries and directing them to the appropriate program staff or resources.
Conduct thorough initial client intake interviews to gather essential case information, assess immediate needs, and clearly explain program services, eligibility, and procedures.
Maintain and meticulously organize confidential physical and electronic case files, ensuring all client information, correspondence, and legal documents are filed correctly and securely.
Manage program databases and case management systems (e.g., LegalServer, Clio), performing regular data entry, generating standard reports, and ensuring the highest standards of data integrity.
Assist in the preparation, proofreading, formatting, and submission of legal documents, court filings, grant proposals, and programmatic reports with an exceptional eye for detail.
Coordinate the logistics for program events, workshops, trainings, and community outreach activities, which includes venue booking, preparing materials, and managing participant registration.
Provide direct, non-legal support to clients by connecting them with essential social services, translation resources, transportation, and other community-based aid.
Conduct preliminary research on legal issues, public policies, and community resources using online databases (like Westlaw or LexisNexis) and other designated sources to support program staff.
Draft, edit, and distribute internal and external communications, including meeting agendas, detailed minutes, monthly newsletters, and programmatic updates.
Prepare and assemble comprehensive material packets for meetings, trainings, and court appearances, ensuring all necessary documents, exhibits, and resources are readily available.
Assist with grant management and reporting by tracking critical deadlines, compiling required documentation and statistics, and supporting the narrative and budget development process.
Handle highly sensitive and confidential information with the utmost discretion and professionalism, strictly adhering to all legal ethics, privacy laws, and organizational policies.
Liaise effectively with court personnel, government agencies, law enforcement, and other non-profit organizations to facilitate communication and coordinate services for clients.
Support the monitoring and evaluation of program activities by systematically collecting data, administering client surveys, and assisting in the initial analysis of program outcomes.
Process financial transactions for the program, such as client-related expense reimbursements, vendor invoices, and purchase orders, and assist with monthly budget tracking.
Screen incoming correspondence (physical mail and email) and high-volume phone calls, prioritizing urgent matters and responding or routing them as appropriate with sound judgment.
Assist in the development, translation, and updating of program materials, including informational brochures, client-facing fact sheets, and internal training manuals.
Support the onboarding process for new staff, volunteers, and interns by preparing orientation materials and providing initial guidance on administrative systems and procedures.
Participate actively in regular team meetings, case review sessions, and strategic planning retreats, contributing valuable administrative and operational insights.

Secondary Functions

Assist with updating the program's section of the organization's website or social media channels with event information and news.
Take and transcribe detailed minutes during staff, board, and coalition meetings, ensuring accurate records of decisions and action items.
Manage the inventory of office and program supplies, placing orders as needed to ensure the team is well-resourced.
Provide technical and logistical support for virtual meetings and webinars, including setup, participant management, and troubleshooting.

Required Skills & Competencies

Hard Skills (Technical)

Microsoft Office Suite Proficiency: Advanced skills in Word, Excel, Outlook, and PowerPoint for document creation, data management, and presentations.
Case Management Software: Experience with legal or social service case management systems (e.g., Clio, LegalServer, Apricot).
Database Management: Strong data entry skills with a high degree of accuracy and the ability to run queries and generate reports.
Calendar Management: Expertise in managing multiple complex calendars and scheduling for a team using tools like Outlook or Google Calendar.
Legal Research Databases: Familiarity with searching legal research tools such as Westlaw, LexisNexis, or public record databases.
Virtual Meeting Platforms: Proficiency in hosting and managing meetings on platforms like Zoom, Microsoft Teams, and Webex.
Basic Bookkeeping: Ability to track expenses, process invoices, and assist with budget reconciliation.
Adobe Acrobat Pro: Skills in creating, editing, and managing PDF documents, including Bates stamping and redaction.
Bilingual Fluency: Professional working proficiency in a second language (e.g., Spanish) is frequently required and highly valued.
Grant Support: Experience assisting with the compilation of documents and data for grant applications and reports.

Soft Skills

Exceptional Attention to Detail: A meticulous approach to all tasks, from proofreading legal documents to entering data.
Discretion and Confidentiality: Unwavering ability to handle sensitive client and case information with the highest level of integrity.
Empathy and Compassion: A genuine ability to interact with clients, who may be in crisis, with patience, respect, and understanding.
Strong Written and Verbal Communication: The ability to communicate clearly, concisely, and professionally with diverse audiences.
Superb Organizational Skills: A master of multitasking who can prioritize a demanding workload and manage competing deadlines effectively.
Problem-Solving and Resourcefulness: The capacity to identify issues, think critically, and proactively find effective solutions.
Interpersonal Savvy: Building and maintaining positive working relationships with colleagues, clients, and external partners.
Cultural Competency: Awareness and respect for diverse backgrounds, and the ability to work effectively with people from all walks of life.
Resilience and Composure: The ability to remain calm and effective under pressure in a fast-paced and often emotionally charged environment.
Team-Oriented Mindset: A collaborative spirit and a willingness to contribute wherever needed to support the team's mission.

Education & Experience

Educational Background

Minimum Education:

Associate's Degree or a combination of relevant education and professional experience.

Preferred Education:

Bachelor's Degree.

Relevant Fields of Study:

Criminal Justice, Criminology
Political Science, Public Policy
Sociology, Social Work
Paralegal Studies, Pre-Law

Experience Requirements

Typical Experience Range:

1-3 years of professional experience in an administrative or program support role.

Preferred:

Prior experience working in a non-profit organization, legal aid office, government agency, or private law firm.
Demonstrated experience working with vulnerable or underserved populations.
Lived experience with the justice system is often considered a valuable asset.