Senior Legal Assistant

Job Description

SUMMARY: (Brief 3-5 sentence paragraph outlining the main purpose of the job)

Responsible for providing administrative support, some of which may be highly confidential and necessitate independent judgment, for assistant general counsel in the Legal Department of the Office of the General Counsel. Contacts are mainly with attorneys, tribunals, medical office personnel, policyholders, claims supervisors and claims examiners as well as other clerical or administrative employees.

PRIMARY RESPONSIBILITIES: (Brief bullet points detailing the major duties, not tasks, for this job and the % of time spent on each. Please list them in the order of importance).

• Receive and screen incoming calls and visitors and provide information or route to the appropriate person.

• Inform appropriate staff of issues as necessary.

• Maintain up to date expertise and broad knowledge in all facets of workers' compensation litigation.

• Update databases and prepares reports utilizing standard software.

• Provide guidance and advice regarding procedural guidelines.

• Provide guidance and advice when required or necessary and encourage/motivate employees in their day-to-day efforts.

• Provide training sessions for team and/or other business units, as required.

• Assist in identifying and evaluating the impact of litigation procedures and cost savings.

• Maintain confidentiality and privilege of file material

• Open litigation case files in a timely manner from Claims Department as appropriate to the jurisdiction

• Maintain and organize litigation case files.

• Close litigation case files pursuant to retention procedures.

• Compose, type and edit general and technical legal correspondence and other documents containing legal and medical terminology, using templates and data entry as directed by the attorney or paralegal to facilitate litigation activity.

• Research, compile, organize, input, schedule, coordinate, exchange and analyze information, reports, manuals, directories and legal correspondence.

• Read, screen, route, file and record incoming legal correspondence and reports.

• Coordinate and maintain calendars for appointments, meetings, and conferences, including depositions, independent medical evaluations and court dates, scheduling appointments, as directed by the attorney or paralegal; maintain attorney docket and subpoenas.

• Make and receive telephone calls on behalf of staff counsel to obtain information and make appropriate arrangements.

• Prioritize and follow up on information and requests to and from the attorneys.

• Make photocopies and use other office equipment as necessary.

• Develop and maintain informational databases and filing systems, generating reports as requested or as scheduled.

• Compile and update manuals and directories.

• Assist with actions to be taken on budget expenditures and equipment and supply needs.

• Direct services such as maintenance, repair, replenishing supplies, mail and files.

• Prepare and distribute materials for meetings, presentations, and conferences; keep records of proceedings as required.

• Make travel arrangements and prepare and compile travel vouchers and maintain all travel records.

• Write user reference to support new implementation of litigation process and procedures.

• Print, distribute, and maintain periodic reports.

• Create ad hoc reports.

• Assist in planning, development and implementation of department goals.

• Develop knowledge of, utilize, and support attorney billing system.

• Prepare appellate briefs in accordance with established court procedures.

• Maintain law library.

• Attend meetings as necessary as Litigation Department/Corporate Claims representative.

• Assist and lead special projects related to work of staff counsel.

This description identifies the responsibilities typically associated with the performance of the job. The percentage of time in any responsibility may vary between positions. Other relevant essential functions may be required.

EMPLOYMENT QUALIFICATIONS:

A. EDUCATION REQUIRED:

Associate's degree in legal, insurance, business or a related field. At least 20 hours of coursework in legal terminology, paralegal studies, or related field required. Combinations of relevant education and/or experience may be considered in lieu of a degree. Workers compensation required.

B. EXPERIENCE REQUIRED:

Minimum of eight years of legal assistant experience or relevant experience.

C. SKILLS/KNOWLEDGE/ABILITIES (SKA) REQUIRED:

• Excellent oral and written communication skills with the ability to compose legal correspondence.

• Ability to transcribe technical information (e.g., legal, medical, and financial based on departmental requirements) using word processing software and digital transcription devices.

• Knowledge of word processing software.

• Basic knowledge of computers and company software with accurate input ability of 45 wpm.

• Ability to perform mathematical calculations.

• Basic knowledge of spreadsheet software.

• Ability to proofread documents for accuracy of spelling, grammar, punctuation, and format.

• Ability to finish a project from beginning to end in a timely manner.

• Excellent organizational skills and ability to prioritize work.

• Ability to comprehend consequences of various situations and to make appropriate individuals aware of these to facilitate decision-making.

• Working knowledge of legal and medical terminology.

• Ability to prepare litigation-related documents

• Ability to work independently and perform tasks in a timely and professional manner.

• Ability to manage multiple priorities and meet established deadlines while maintaining composure during stressful situations occurring as a result of workloads and/or deadlines.

• Ability to exchange information clearly and concisely to report facts and other information.

• Ability to maintain confidentiality.

• Knowledge of laws, regulations, and compliance requirements related to workers compensation insurance.

• Ability to understand business needs and conceptualize and implement processes and procedures that support business strategies.

• Demonstrated superior judgment and analytical abilities.

• Strong understanding of business processes and how they impact litigation.

• Ability to troubleshoot issues that arise to help determine whether a manual work around is appropriate, a system fix is necessary, whether there is a training issue, etc.

• Ability to funnel the findings to appropriate leadership to follow up and help determine suitable action.

• Ability to comprehend the consequences of various problem situations and address them.

• Ability to take a lead role and/or assist in training and mentoring of others.

• Ability to help coordinate the work of the team and other stakeholders in the Litigation process.

• Excellent oral and written communication skills with the ability to effectively communicate with providers, attorneys, agents and policyholders.

• Ability to function effectively in a multi-functional team environment.

• Advanced knowledge of medical and legal terminology.

D. ADDITIONAL EDUCATION, EXPERIENCE, SKILLS, KNOWLEDGE AND/OR ABILITIES PREFERRED: (Briefly detail the preferred education, experience, skills, knowledge and/or abilities desired to perform this job, including certifications). These are in addition to the required qualifications - Do not state required qualifications.

• Professional legal assistant certification preferred.

WORKING CONDITIONS:

Work is performed in an office setting where there is some lifting of heavy case files.

TRAVEL:

Some travel may be required.

REQUIRED TESTING: (For HR use only)

Typing 45 wpm; Reading Comprehension, Math, Proofreading; Basic Windows, Intermediate Word and Basic Excel