Legal Office Administrator

Definition Under the general supervision of the Managing Attorney, this position manages and coordinates the administrative, clerical, and legal support operations of the office. This position supervises administrative staff, providing high-level legal secretarial and technical support to attorneys and advocates. It prepares and processes legal documents, oversees office systems, supports workflow, ensures compliance with legal and administrative procedures, supports budget and reporting functions, and delivers professional customer service to clients, visitors, and other departments. This position is treated as an FLSA-Exempt position. Essential Functions Essential functions, may vary among positions, but may include the following tasks, knowledge, abilities, skills, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions in this classification. Examples of Tasks Legal Support & Case Administration Prepares, formats, and processes a variety of legal documents including motions, subpoenas, pleadings, petitions, transactional documents, and other court filings. Supports attorneys and advocates with litigation coordination, document preparation, calendaring, and case management. Maintains legal files, ensuring accuracy, confidentiality, and proper retention. Maintains strict confidentiality of client information and ensures compliance with Rules of Professional Conduct ethical standards. Utilizes legal software, case management systems, document management tools and provides notary services. Office Administration & Operations Management Manages the day-to-day operations of the office including supplies, equipment, facilities, reception and workflow and assists with handling customer service questions or concerns. Develops, implements, and evaluates office procedures, policies, and operational systems. Establishes and maintains centralized filing and records systems. Prepares a variety of reports, correspondence, memos, and other office documentation. Answers multi-line phone system, routes call to appropriate staff, takes messages and provides basic program and appointment information. Greets clients and visitors, checks them in for appointments and ensures they are directed appropriately. Manages all external service contracts for conflict counsel, experts, investigators, mediators, etc., ensuring proper tracking and compliance with office and Community expectations. Processes, verifies, and tracks all external service contract invoices and payment authorizations. Supports budget preparation and monitoring; assists with monthly, quarterly, and annual reports. Supervision & Leadership Supervises and trains secretarial and clerical staff in filing, documentation, calendaring, legal file preparation, customer service, and administrative procedures. Assigns, reviews and evaluates the work of administrative staff; conducts timely performance appraisals. Ensures coverage of clerical and administrative duties during absences or staff shortages. Maintains staff schedules, timesheets, payroll documents, and personnel records. Provides guidance to staff regarding assignments, policies, confidentiality, requirements, and personnel issues. Provides input with budgeting, procurement, and inventory control. Performs special assignments and other job‑related duties as required. Knowledge, Abilities, Skills and Other Characteristics Knowledge of legal terminology, documents, formats, and procedures. Knowledge of office management practices, administrative procedures, and records systems; knowledge of court filing practices and the sequence of legal actions. Knowledge of case management and law office software. Knowledge of customer service principles and techniques. Knowledge of principles and practices of supervision, training, and performance evaluation. Knowledge of history and customs of SRPMIC. Knowledge of confidentiality standards and handling of sensitive information. Skill in preparing, formatting, and processing complex legal documents. Skill in operating a variety of standard office equipment and computer applications. Skill in managing multiple assignments, deadlines, and priorities. Skill in supervising, training, and evaluating administrative staff. Skill in communicating clearly and professionally with individuals of diverse backgrounds. Skill in analyzing workflows and recommending process improvements. Skill in providing high-level customer service in a professional environment. Ability to follow complex oral and written instructions. Ability to prepare correspondence using correct grammar, punctuation, and formatting. Ability to establish and maintain effective working relationships with staff, clients, and other departments. Ability to organize multiple priorities and meet frequent deadlines. Minimum Qualifications Education & Experience: Bachelor’s degree in legal studies, office administration, paralegal studies or related field. Minimum of three (3) years of legal office experience. Paralegal or Legal Secretary training may substitute for a portion of required experience. One (1) year of supervisory or lead experience required. Equivalency: Any equivalent combination of experience and education that will allow the applicant to satisfactorily perform the duties of the job may be considered when filling the position. Underfill Eligibility: An enrolled Community Member who closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill. Special Requirements Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check. Employees are subject to random drug and alcohol testing. SRPMIC is an Equal Opportunity/Affirmative Action Employer. Preference will be given to a qualified Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate. In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD‑214) will be required at the time of application submission; 2) Qualified Community Member (must provide Tribal I.D. at time of application submission); 3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB required at time of application submission); and 4) Native American (Tribal ID or CIB required at time of application submission). Application Documentation Documents may be submitted by one of the following methods: Attach to application. Fax View phone number on click.appcast.io. Mail or hand deliver to Human Resources. Documentation must be received by position closing date. The IHS/BIA Form‑4432 is not accepted. Your Tribal ID/CIB must be submitted to HR‑Recruitment‑Two Waters. #J-18808-Ljbffr