Executive Legal Assistant

Executive Legal Assistant

Drafts, edits and coordinates Board of Trustees Resolutions for the Sewer District. Reviews all Board and Committee meeting transcripts and creates meeting minutes. Serves as a liaison for the Legal Department, providing high-level legal and administrative support, handling information requests, coordinating meetings and conference calls. Prepares correspondence, legal memos and/or pleadings. Verifies and processes legal invoices. Maintains an appropriate level of confidentiality. Performs other duties of a similar nature as may be required.

Board and Committee Responsibilities

- Drafts, edits and coordinates Sewer District Resolutions. Coordinates finalization upon adoption and distributes to appropriate staff.

- Reviews Board of Trustees and Committee meeting transcripts and recordings to independently draft into meeting minutes. Finalizes and distributes meeting minutes.

- Coordinates requests for a court reporter to be present at public meetings.

- Utilizes the document management system to maintain legal records and supports the department's use of the document management system.

- Maintains Board appointment schedules and ensures that department staff provides timely reminders to appointing authorities.

- Drafts public meeting notices and ensures procedures are met to achieve timely publication.

Legal Administrative Responsibilities

- Represents the Legal Department when communicating with internal staff and external stakeholders regarding invoice issues and other related concerns.

- Assists management in developing and improving department processes and procedures.

- Creates, reviews and summarizes reports and documents and prepares background documents.

- Verifies and processes payment for department invoices, including outside counsel invoices. Maintains all electronic invoice files.

- Maintains record of outside counsel expenditures and prepares bi-annual summary for the Chief Legal Officer.

- Processes check requests for payment on real estate transactions and assists Watershed Programs with property-related invoices and payments.

- Enters contract information and related data into internal document management system and routes for signature as appropriate.

- Organizes and maintains files including historical archives from computer files.

- Performs administrative services including organizing and maintaining office supply inventory, distributing mail and filing, greeting, coordinating, and directing Legal Department guests.

- Works with staff to arrange for the delivery of legal documents and correspondence.

- Receives and screens communications for the department and determines messages that require priority attention.

- Coordinates and maintains legal appointment schedules, activities, and calendars while assisting with mailers, meetings, tours, events support and other needed department coordination.

- Coordinates legal travel arrangements and expense reimbursements in conjunction with the Finance Department.

- Coordinates registrations for Department attorneys Continuing Legal Education (CLE) seminars and conference attendance.

- Provides backup support to legal team members as necessary in their absence.

Special Projects

- Facilitates and coordinates efforts for special projects as assigned by management at the request of the department.

- Identifies and communicates capacity for assigned projects to management and communicates conflicts with other high priority responsibilities.

- Performs other duties of a similar nature as may be required.

Minimum Job Requirements

Education

- Candidate must possess a bachelor's degree preferably in Legal Studies, Communications, Business Administration or a closely related field.

- Equivalent combination of relevant education and experience may be substituted as outlined in the Education Equivalencies Policy.

Experience

- Candidate must possess five (5) years of administrative experience; experience must include at least two (2) years in a legal environment.

- Experience working in or representing the public/government sector preferred.

Other Requirements

Knowledge, Skills and Abilities

- Candidate must be able to maintain appropriate level of confidentiality, only disclosing confidential information if expressly authorized or specifically required in the course of performing job functions and responsibilities.

- Candidate must possess effective written and verbal communication, organizational skills and decision-making abilities.

- Candidate must be proficient in Microsoft Office Suite, including Word, Excel, Outlook and PowerPoint.

- Candidate must be detail oriented and capable of managing large amounts of data, maintain detailed comprehensive records, analyze and organize information, have effective project and time management skills and works well in a fast-paced environment.

- Candidate must be able to work independently and appropriately prioritize tasks to ensure critical job functions are completed.

- Candidate must possess the ability to effectively plan, coordinate, establish and maintain effective task prioritization and communicate workload based on capacity for special projects.

Physical and Mental Requirements

During the course of performing the essential functions of this position, the employee must be able to analyze, communicate, comprehend, coordinate, make decisions, possess general intelligence, interact, interpret, possess numerical intelligence, organize, problem solve, have resilience and perform tasks. Physical work will need to be performed, such as bending, reaching, sitting, standing, talking, typing and walking. Repetitive movements will need to be performed such as simple grasping with one hand.

Ability to push, pull and lift from floor to waist up to 20 lbs. on an occasional basis may be necessary. Position will require visual demands of accommodation, depth perception, far acuity and near acuity. Ability to withstand faint to moderate noise exposure for fifteen minutes or longer on a frequent basis is required.

Pay Range: USD, Commensurate with Experience $65,482 - $98,224

Our Equal Employment Opportunity Statement

Our Education Equivalencies Policy