Confidential Legal Secretary

Job Title: Legal Secretary, Legal Services Department

Location: IAM National Benefit Funds Office, Washington, DC

Employment Type: Full-Time, Hybrid Environment

$ Salary: $83,000 - $87,000

Job Summary

The Legal Secretary provides legal secretarial, administrative, and case management support to attorneys and other personnel in the Legal Services Department of the IAM National Pension Fund, the IAM National 401(k) Fund, and the National IAM Benefit Fund (collectively, the “Funds”). The position assists with legal correspondence and documents, litigation and collection matters, departmental records, and coordination with other Fund departments. Work is performed under attorney direction, with particular attention to accuracy, deadlines, and confidentiality.

️ Key Responsibilities

Legal Secretarial and Administrative Support

• Prepare, format, proofread, and finalize correspondence, memoranda, legal documents, reports, and other materials for attorney review and approval.
• Maintain electronic and hard-copy legal files, including correspondence, pleadings, contracts, agreements, and supporting documentation.
• Manage staff attorney calendars, schedule meetings, coordinate appointments, and assist with tracking departmental deadlines.
• Prepare and coordinate the mailing of legal correspondence and documents, including certified mail and time-sensitive materials.
• Maintain litigation databases, spreadsheets, tracking systems, and document management records.

Legal Case and Litigation Support

• Assist attorneys with preparing, assembling, formatting, and organizing pleadings, motions, exhibits, declarations, and other litigation documents.
• Maintain litigation files, case records, and matter tracking systems; track court dates, filing deadlines, and discovery deadlines as directed.
• Organize records related to subpoenas, discovery requests, administrative proceedings, and litigation matters.
• Coordinate the collection and organization of documents requested by attorneys or outside counsel.
• Conduct factual and records research as directed, including locating and compiling relevant documents and information.
• Proofread legal documents for formatting, completeness, consistency, and accuracy before attorney review.
• Assist with status reports concerning ongoing legal matters.

Employer Collections and Withdrawal Liability Support

• Maintain records concerning delinquent employers, withdrawn employers, and withdrawal liability matters.
• Assist attorneys with preparing and distributing collections letters, notices, payment correspondence, Trustee recommendations, and other employer communications.
• Prepare and maintain tracking reports concerning delinquent contributions, payment arrangements, withdrawal liability assessments, and related matters.
• Organize employer referrals, maintain case histories, and track employer responses, outstanding documents, and follow-up activities as directed.
• Assemble supporting materials for arbitration, litigation, and other proceedings involving employer obligations.

Compliance and Departmental Support

• Assist staff attorneys with organizing records relating to required notices, disclosures, regulatory filings, and other compliance activities.
• Maintain logs and tracking systems for Qualified Domestic Relations Orders (QDROs), subpoenas, information requests, and other legal matters, as assigned.
• Prepare routine acknowledgment letters, form correspondence, and other administrative documents for attorney review.
• Gather and organize documents relating to plan amendments, policies, procedures, contracts, and governing documents.
• Coordinate with other Fund departments to obtain information necessary for legal reviews and responses.
• Maintain confidentiality of participant, employer, employee, and Fund information; perform other related duties as assigned.

Qualifications and Knowledge, Skills, and Abilities

• Bachelor’s degree preferred but not required.
• Prior experience providing legal secretarial, legal administrative, or litigation support in a law firm, corporate legal department, employee benefit fund, or similar professional environment.
• Working knowledge of legal terminology, correspondence, document preparation, legal filing systems, and deadline tracking.
• Strong typing, proofreading, document formatting, organizational, and time management skills.
• Proficiency in Microsoft Word, Excel, Outlook, and other standard office applications.
• Ability to prepare reports, maintain databases, manage competing priorities, and follow established procedures.
• Effective written and verbal communication skills and the ability to work with attorneys, outside counsel, and other Fund departments.
• Sound judgment, attention to detail, and discretion when handling confidential or sensitive information.
• Familiarity with employee benefit plans, litigation, ERISA, employer contribution collections, or withdrawal liability matters preferred.

Benefits

Employees at the IAM Benefit Funds Office enjoy:

• Comprehensive and fully employer-funded health, dental, and vision benefits.
• Generous vacation and holiday policies.
• Fully employer-funded defined-benefit pension plan.
• 401(k) plan with employee participation option.
• Many other guaranteed and voluntary benefits.

The IAM National Benefit Funds Office is an equal opportunity employer and considers all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by applicable law.