Legal Assistant

Position Summary

Under Supervision of the Director, the Legal Clerk organizes and completes all clerical duties in the Legal Department pertaining to arbitrations. These duties include answering the telephones, dealing effectively with attorneys, staff, as well as other legal liaisons, preparing documents, handling verbal and written communications, preparing detailed reports and maintaining a calendar of hearings.

Essential Duties and Responsibilities

• Prepares hearing notices to be forwarded to the all different parties
• Reviews and prepares legal calendar
• Updates attorneys and hearing representative's assignments in legal calendar
• Process request for arbitration
• Locates and attaches appropriate legal files to correspondence
• Request documents and correspondence to complete legal files from Officers and Organizers
• Responds to questions regarding request for arbitration, hearing dates and adjournments
• Makes necessary calls/emails to AAA, attorneys, and organizers on case adjournments
• Answers questions from law firms concerning open and/or closed files
• Assists members with legal problems and directs them to their organizer or to the Legal Clinic
• Answers all correspondence from law firms requesting status on cases
• Works on special projects assigned by the Director
• Sort and distributes incoming mail and prepares outgoing mail.
• Maintain department filing.
• Scan legal documents into electronic system.
• Moderate various virtual meetings that are held (via Teams, zoom and other virtual platforms).
• Ability to learn Legal Department database
• Performs other related duties as required

Qualifications

• High School Diploma or its equivalent; With at least 2-5 years of clerical experience.
• Strong computer skills with proficiency in Word, Excel, Email, Microsoft teams.
• Ability to maintain a good working relationship with all co-workers, and the general public.
• Must work well under pressure
• Excellent verbal and written communication.
• Ability to carry out assignments to completion with minimum instructions.
• Ability to work overtime when required

Key Competencies

• Strong organizational skills and attention to detail.
• Effective verbal and written communication skills.
• Professional judgment, discretion, and the ability to maintain confidentiality.
• Ability to prioritize multiple assignments, meet deadlines, and work effectively under pressure.
• Customer service orientation and the ability to work collaboratively with attorneys, staff, members, organizers, and external parties.
• Proficiency with Microsoft Word, Excel, email, Microsoft Teams, Zoom, and the ability to learn department databases and electronic filing systems.

Physical Requirements

• Ability to perform work in a standard office environment, including prolonged periods of sitting and working at a computer.
• Ability to communicate effectively by telephone, email, and virtual meeting platforms.
• Ability to operate standard office equipment and handle paper and electronic files.
• Ability to occasionally lift and carry office materials weighing up to 15 pounds, with or without reasonable accommodation.

GENERAL INFORMATION:

The statements above are intended to describe the general nature and level of work performed by employees assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, or qualifications required. Duties and responsibilities may vary based on operational needs, and employees may be assigned other related duties as necessary.