Legal Assistant

Job Duties

The incumbent provides assistance with administrative and semi-technical support for Legal Instruments Examiners (Conveyances and Applications), Paralegal Specialists, Compliance Specialists, and the aviation public. Applies knowledge of civil aviation regulations, office policies and procedures, and Aircraft Registration and Airmen Certification programs. Reviews procedures, assists in studies when appropriate.

Reviews a wide variety of documents for correct dispersal. Distributes the documents to the appropriate branch and/or section in accordance and compliance with Code of Federal Regulations (CFR) part 47.17 and part 61. Supports urgent registration/certification requirements by assisting in the priority handling of transactions. This involves, but is not limited to, the importation or exportation of civil aircraft to and from foreign countries and international priorities. Aids legal representatives by supplying confirmation of filing times to foreign officials engaged in the acquisition of aircraft.

Reviews, prepares, and performs quality control on documents received from the aviation public to ensure accuracy in the pre-processing phase. Documents must be prepared correctly to comply with established format and guidelines and to prohibit delays in the registration of civil aircraft, recordation of conveyances and the certification of airmen. Reads correspondence from law firms to decide which copy of documents are to be filed and returned after recordation by examiners.

Reviews the content of conveyances and other security instruments pertaining to aircraft, engines, propellers, or spare parts maintained by or on behalf of air carriers to determine the intent and correct fee. Reads incoming correspondence, publications, regulations, and directives, which may affect the Civil Aviation Registry. Obtains clarification of instructions from originating offices or appropriate focal points. Concludes which are of the utmost importance or interest to the manager and/or supervisor and refers accordingly. Maintains suspense¿s and follows up when necessary. Processes fees and documents from Registry customers. Assists in advising the aviation public on the correct procedure for completing required registration and certification forms, the appropriate forms to use, applicable fees, and resolves problems as required.

Reviews fees and utilizes guidance from higher level employees to determine acceptability by the Treasury Department. Initiates action to accept or reject fees deemed unacceptable. Prepares correspondence to the aviation public about problems on documents received. Researches correspondence, indexes, and the Registry's workflow and imaging system for the appropriate application and disposition. Composes original correspondence to answer inquires. Verifies appropriate authorizations prior to accepting credit card payments. Assists in making determinations of the acceptability of foreign currency in accordance with established regulations and guidance.

Maintains an internal accounting system. Maintains a record tracking system of all transactions received and distributed for compliance with quarterly audits with supervisor. Generates an automated daily list of fee receipts. Applies knowledge of Treasury Department guidelines, Government and Accounting Office (GAO) regulations, and financial orders applicable to the disposition and security of funds. Recommends changes in procedures for the proper handling, recording, and safeguarding of documents in order to establish controls and accountability.