Sr Administrative Asst - (Legal Claims Assistant) - 90072115 - Washington

Your success is a train ride away!

As we move America’s workforce toward the future, Amtrak connects businesses and communities across the country. We employ more than 20,000 diverse, energetic professionals in a variety of career fields throughout the United States. The safety of our passengers, our employees, the public and our operating environment is our priority, and the success of our railroad is due to our employees.

Are you ready to join our team?

Our values of ‘Do the Right Thing, Excel Together and Put Customers First’ are at the heart of what matters most to us, and our Core Capabilities, ‘Building Trust, Accountability, Effective Communication, Customer Focus, and Proactive Safety & Security’ are what every employee needs to know and do to be most impactful at Amtrak. By living the Amtrak values, focusing on our capabilities, and actively embracing and fostering diverse ideas, backgrounds, and perspectives, together we will honor our past and make Amtrak a company of the future.

SUMMARY OF DUTIES:
Under the direct supervision of the Manager, Claims, this position provides highly complex administrative support to the Claims Manager, Claim Specialists, and other Claims professionals within the Law Department. May serve as primary and first point of contact for the Passenger Claims Unit and edits and assists in preparation of all correspondence.  Coordinates travel arrangements and maintains record of all expenses incurred by staff – including those related to mass casualty incidents. Acts as a liaison with other departments and outside agencies.  Handles confidential and non-routine information and explains policies when necessary.  Screens all incoming calls.  Maintains filing system.  Assists in the collection and organization of data and documents associated with legal matters. 

ESSENTIAL FUNCTIONS:

• Provide administrative support to Claims Professionals within the Law Department.
• Support on-boarding of new staff to the practice group, including arranging for office space, computer needs, phones, and so forth.
• Design tickler and tracking systems for group workflow, deadlines, and projects.
• Prepare documents and arrangements, including expense reports, travel arrangements, and disbursement requests for claims staff, as requested.
• Draft initial responses to incoming letters requesting general information.
• Maintain documents in a database or other system for use by Claims professionals and other legal staff. Assist with organization and maintenanceof internal practice group computer databases. Design and develop presentations and other documents.
• Arrange meetings and conference rooms. May manage event logistics for group meetings and team building events.
• Receive, screen, and direct calls. Field questions from internal and external callers. Manage inquiries when supervisors are unavailable and implement positive resolutions to problems.
• Prepare and deliver documents including outside counsel engagement letters and packages.
• Assist with proofreading and filing of legal documents such as notes, memoranda, and briefs.
• Develop and maintain efficient filing systems to ensure files are maintained accurately, archived, and readily retrievable.
• May coordinate with other legal support to ensure consistency of work. May serve on a rotating basis in supporting the other Claims Offices.

MINIMUM QUALIFICATIONS:

• 5 – 7 years of related experience
• Work will be pertformed in an onsite office envireonment
• Proficiency in word processing systems and other software (i.e., MS Word, MS Outlook, Internet Explorer Browser, MS Excel, PowerPoint, etc.) and willingness/ability to learn others.
• Excellent communication skills (written and verbal) and judgment necessary to handle inquiries when supervisors are unavailable.
• Ability to manage multiple assignments and priorities.
• Ability and willingness to carry out instructions accurately and promptly ask questions and keep attorneys informed of progress appropriately.
• Initiative, willingness and confidence to point out errors, better ways of doing things and to otherwise be constructively critical.
• A positive attitude and interest in getting along with colleagues and performing the job well.
• Ability to compose routine correspondence.
• Ability to perform research on the intranet/internet.
• Outstanding organizational skills, including experience in managing data and documents.
• Excellent proofreading and grammar skills required.
• High Level of integrity in dealing with confidential and sensitive matters.
• Independent work style – complete assignments with minimum supervision, anticipate needs