Legal Administrative Assistant

Calista Corporation

Regular

JOB SUMMARY

The Administrative Assistant-Legal provides support to attorneys and paralegals in day-to-day activities. This position conducts general research, schedules meetings and tasks, creates documentation, and performs administrative functions.

ESSENTIAL FUNCTIONS

• Prepares and processes a variety of technical legal documents, which are characteristically voluminous and complex in format.

• Assists paralegal with review of incoming material and independently determines the need for assembly and preparation of a variety of legal documents. 

• Administers and updates project management system for Legal department projects and tasks.

• Understands and complies with state and federal rules, regulations, and procedures as well as corporate policies and procedures.

• Creates processes, and maintains accurate documentation and databases, including maintaining an understanding of the regulations or rules driving such processes.

• Assists attorneys or paralegals with gathering applicable documents and preparing responses to routine and in-depth regulatory inquiries regarding the company’s and affiliate’s business, policies and/or procedures within stated deadlines.

• Prepares, processes, tracks and manages office operations and administration for Legal department including calendars, filing, travel, expense reports, and invoices.

• Monitors and helps draft routine communications in coordination with attorneys and paralegals.

• Takes and prepares notes and summaries of meetings and monitors action items.

• Scans or reads incoming materials to determine how and where they should be classified

• Inputs data, such as file numbers, new or updated information, or document information codes into computer systems to support document and information retrieval.

• Performs general office activities, such as typing, answering telephones, operating office machines, processing mail, or securing confidential materials.

• Sorts or classifies information according to guidelines, such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.

• Answers questions about records or files.

• Keeps records of materials filed or removed using computers and generate computerized reports.

• Adds new material to file records.

• Creates new records as necessary, modify or improve filing systems, gathers materials to be filed, designs forms related to filing and track materials removed from files to ensure they are returned.

• Eliminates outdated or unnecessary materials, destroying them or transferring them to inactive storage, according to file maintenance guidelines or legal requirements.

• Performs periodic inspections of materials or files to ensure correct placement, legibility, or proper condition.

• Examines files for completeness; enters dates of periodic review or judgment or dismissal and maintains a record for destruction

• Safely operates a Company vehicle and uses a hand truck to pick up and deliver Company records and supplies from off-site storage. May require loading, unloading, and pick-up and delivery of materials/items, and ensure they are secure

• Upon request, assembles or retrieves records/boxes from on and off-site storage. Protects records from loss or damage in transportation by adequately securing boxes, to ensure no confidential or privileged information is inadvertently lost, destroyed, or disclosed to any third party.

• Reviews files and prepares, maintains, and follows documented retention procedures.

• Operates microfilm or other imaging equipment.

• Works in a constant state of alertness and in a safe manner.

• Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

KNOWLEDGE, SKILLS, & ABILITIES

• Strong knowledge of administrative and clerical procedures and systems such as word processing, database management managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

• Ability to write routine reports and correspondence.

• Ability to read and apply laws, legal codes, court procedures documents such as basic contracts, insurance policies, governmental forms relating to corporate formation, lobbying regulations, corporate bylaws and articles, safety rules, operating and maintenance instructions, and procedure manuals.

• Knowledge of Microsoft Office Suite and ability