Legal-Administrative Assistant

Job Description

Job Description

SUMMARY

The Administrative Assistant provides high-quality administrative, organizational, and operational support to the Office of General Counsel. This role is essential to the smooth functioning of the legal department and enables attorneys to focus on legal strategy and decision-making by ensuring day-to-day administrative and coordination responsibilities are handled promptly, accurately, consistently, and with discretion. EDUCATIONAL

REQUIREMENTS

High School diploma or equivalent

Associate degree in a related field preferred.

EXPERIENCE REQUIREMENTS

Three (3) years’ experience providing administrative or operational support in a legal, government, or professional services environment.

OTHER REQUIREMENTS

Must have or be able to acquire a valid state driver’s license

Must pass federal, state, and local criminal investigation clearances, and pass a drug screening test administered by the Commission or its designated provider

Must be insurable under the agency’s insurance policy

KNOWLEDGE

Knowledge of organization’s structure, policies, and procedures

Familiarity with document management systems, record retention practices, and FOIA processes.

Proficiency with Microsoft Office Suite (Outlook, Word, Excel), DocuSign, and related office technology.

Experience coordinating meetings, calendars, and administrative workflows.

Knowledge of standard office procedures, filing, and standard office equipment, including computer, fax, copier, telephone system

Knowledge of the principles and practices of automated information systems, and data processing

Knowledge of Business English; punctuation, arithmetic and spelling

Knowledge of record keeping methods and procedures

Knowledge of report preparation techniques

Knowledge and understanding of file, record and matter management systems

REQUIRED ABILITIES

Steady and composed

Comfortable working quietly and independently

Task-oriented with consistent pacing

Professional, respectful in their communication style

Reliable and follows through

Flexible with the ability to quickly adapt to shifting priorities

Act Independently

Analyze Situations

Attention to Details▪

Communicate Verbally

Communicate in Writing

Concentrate

Empathize

Identify Problems

Initiate

Manage Pressure

Motivate

Multi-Task

Organize

Problem Solves

Think Creatively

REQUIRED SKILLS

Strong organizational and time-management skills with the ability to manage and prioritize multiple tasks with a focus on quality of work and meeting deadlines.

Strong attention to detail, grammar, and accuracy regarding reviewing and drafting documents as well as analyzing information.

Self-starter with the ability to complete tasks independently with minimal supervision.

Sound judgment and discretion in handling sensitive and confidential information.

Problem-solving skills with initiative and follow-through.

Clear and professional written and verbal communication skills.

Ability to work calmly and effectively in a fast-paced, deadline-driven environment.

Strong interpersonal skills with the ability to interact professionally with staff, leadership, and external stakeholders

Calculate, compute, summarize and/or tabulate data and information

Develop and maintain recordkeeping systems and procedures

Evaluate information against a set of standards

Exercise sound judgment in analyzing situations and identifying potential problems within scope of responsibility

Forge strategic partnerships with relevant stakeholders

Master position-specific software

Operate a computer to perform various work-related tasks

Operate standard office equipment

Perform mathematical calculations with speed and accuracy

Plan, organize, coordinate, and follow through on work projects to ensure efficiency

Provide high level, quality customer service both internally and externally

Read and understand department specific documentation, and policies and procedures

Research issues using a variety of sources to obtain data and information

Resolve issues using all available resources

Respond effectively to sensitive inquiries or complaints

Work effectively with a diverse group of stakeholders

SUPERVISORY RESPONSIBILITIES

None

REPORTS TO

General Counsel (with day-to-day support to members of the Office of the General Counsel)

ESSENTIAL JOB FUNCTIONS

[The fundamental job duties the individual must be able to perform, with or without accommodation; removal of these functions would fundamentally change the job]

Administrative & Operational Support

Manage incoming and outgoing mail for the Office of General Counsel, including scanning, distributing, and tracking documents as appropriate.

Coordinate invoicing processes, including receipt, review, routing, and tracking of legal invoices.

Provide general administrative and assistant support to the legal team, including printing, scanning, copying, and document preparation.

Maintain calendars for attorneys and the department, including scheduling meetings, deadlines, and reminders.

Support DocuSign workflows, including preparing, routing, and tracking documents for signature.

Records, Files & Document Management

Coordinate and maintain resident legal files, ensuring proper organization, completeness, and accessibility.

Coordinate and facilitate requests to review resident files, including but not limited to coordinating with the appropriate DHC department for both retrieval and return of the file, promptly and appropriately responding to requests for file review, and scheduling and coordinating review appointments.

Organize, manage, and maintain legal files in accordance with established record retention, storage, and disposal policies.

Serve as the liaison for record retention and record storage, coordinating with internal departments and external vendors as needed.

Support FOIA administrative functions, including logging requests, tracking deadlines, organizing responsive documents, and maintaining records.

Board & Meeting Support

Assist with Board of Commissioners meeting preparation, including compiling materials, organizing packets, and coordinating logistics.

Support internal meetings by preparing materials, tracking action items, and assisting with follow-up as needed.

Coordination & Department Support

Provide coordination support for department launches, meetings, and internal logistics.

Serve as a first point of contact for routine IT support needs, coordinating with IT staff to resolve issues efficiently.

Identify administrative issues or workflow gaps and proactively suggest solutions or improvements.

SUPPLEMENTAL FUNCTIONS

[These are job duties the individual must be able to perform, with or without accommodation; removal of these functions would NOT fundamentally change the job]

Participate in the preparation and submission of the Public Housing Agency Plan

Performs other related duties as assigned to support the effective operation of the Office of General Counsel.

PHYSICAL ACTIVITIES AND DEMANDS

Ascending/descending stairs

Grasping/ finger manipulation

Traversing rough or uneven terrain

Visual acuity

Ascending/descending ladders

Sitting

Standing

Walking

Reaching

Bending

Kneeling

Crouching

Discerning colors

Lifting

Carrying

Pushing

Pulling

EQUIPMENT

Phones

Computer/laptop

Copiers/printers

Scanners

Monitors

Communication systems

Projectors

WORK ENVIRONMENT

Indoor Environments

SOFTWARE

Internet software

Spreadsheet software

Word processing software

Contract management software

Database software

Financial systems

Project management software

Purchasing systems

Design software

Payroll/Human Resources

DISCLAIMER

This job description should not be construed as an exhaustive list of duties and responsibilities performed by persons assigned to this classification. It is not intended to limit or in any way modify the right of any supervisor or manager to assign, direct and control the work of employees under his/her supervision. All principle duties and responsibilities of this position are essential functions of the position. Job descriptions are reviewed on a regular basis and may be revised at any time. Revisions will be communicated to employees within the classification. This job description does not constitute a contract of employment; therefore, the company may exercise its employment-at-will rights at any time.

MARIJUANA

Although marijuana has been legalized under Michigan law, it is a Schedule I controlled substance and is illegal under federal law. As a federally funded agency DHC’s employees are NOT permitted to use or possess any form of marijuana for medical or recreational purposes. Any applicant for employment who tests positive for marijuana during a pre-employment drug screening shall be ineligible for employment with DHC. Any applicant for employment who advises DHC that s/he uses any form of marijuana will be ineligible for employment with DHC. DHC is unable to grant a request for a reasonable accommodation to use marijuana under any circumstance.

EOE STATEMENT

The Detroit Housing Commission is an Equal Opportunity Employer. No personnel decisions concerning any term or condition of employment shall be unlawfully based upon an individual’s race, color, religion, sex (including sexual orientation and gender identity or expression), pregnancy (including childbirth or a medical condition related to pregnancy or childbirth), national origin, age, marital status, weight, height, disability, genetic information including family medical history, military service, or misdemeanor arrest record. Additionally, DHC shall not engage in discriminatory compensation decisions or practices.