Law Office - Legal Secretary

Legal Secretary

Provides office support to the attorneys and other staff in the department including the preparation of legal briefs, memos and other correspondence.

Essential duties and responsibilities include:

• Answers department's phones, takes messages, and greets visitors. Routes and logs incoming and outgoing mail. Indicates action required and follows up to assure prompt response or action. Prepares and distributes mail in a timely manner. Prepares overnight packages and schedules pick-up. Prepares certified mailings and tracks return receipts and files appropriately when returned. Delivers items to nearest Post Office or FedEx locations when needed.
• Transcribes documents including correspondence and legal documents.
• Copies legal documents.
• Arranges and maintains the Law Office calendar. Coordinates scheduling of meetings for Law Office and makes courtesy calls to all parties prior to meeting. Develops and distributes agenda for said meetings. Takes and publishes meeting notes, including action items. Tracks action items for the Director and reports status as requested.
• Manages and routes internal Tribal documents, including agenda request forms, Resolutions, check requests, purchase orders, time sheets, budget modifications, etc.
• Maintains digital and hard copy records and files on site and in archives. Has primary responsibility for numerous records and files and is expected to keep them up-to-date on a daily basis.
• Acts as the information center for all computer needs of the Law Office and coordinates updates, repairs, training and equipment needs with Technologies. Contacts printer vendor for supplies.
• Maintains accurate data and case statistics and monitors to ensure compliance with grants awarded for the benefit of the office.
• Works with and maintains strict confidentiality in all matters.
• Takes direction from Lead Legal Secretary and Director
• Performs other duties as assigned.

This position has no supervisory responsibilities.

Qualifications and requirements include:

• Associates degree in a related field or high school diploma or general education degree (GED) and two years of related administrative/office experience and/or training required. An equivalent combination of education and experience may be considered. Tribal experience preferred.
• Intermediate experience and knowledge using word processing and spreadsheets (i.e. Word for Windows, Excel, Access, etc.) is required.
• Ability to interact tactfully and positively with Tribal members, all levels of staff and management. Ability to maintain a high level of confidentiality. Ability to read, analyze and interpret common professional journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from staff and regulatory agencies. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions. Ability to effectively present information to management, employees and groups of people.
• Ability to work with mathematical concepts such as fractions, percentages, ratios, and proportions and apply them to practical situations.
• Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Must have a valid and unrestricted Washington State Driver's License. Driver's License must not contain any restrictions that would otherwise prevent an employee from driving a GSA vehicle.

Physical demands include:

• Requires the ability to operate a typewriter, personal computer, multi-line telephone, calculator, facsimile and photocopier.
• Requires the ability to read, write, communicate, and interpret information accurately in English.
• Requires the ability to concentrate and consistently produce accurate work.
• While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• The employee occasionally is required to stand and walk.
• The employee is occasionally required to stand and stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 20 pounds.
• Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

Work environment characteristics include:

• The noise level is low to moderate.
• The physical exertion is low to moderate.
• Work is performed in an office setting.
• Position may be stressful at times due to the sensitive or confidential issues being addressed.