Legal Secretarial Assistant to Division Chief- Special Federal Litigation Division

Legal Secretarial Assistant to Division Chief- Special Federal Litigation Division

The Special Federal Litigation Division handles significant constitutional and policy-related issues, involving novel and high-profile questions of federal law. The Division Chief Secretary is integral to the daily functioning of the Special Federal Litigation Division and while the primary responsibilities of the position are set forth below, the ideal candidate must possess the ability to pivot in order to fulfill the changing needs of the Division. The Division Chief Secretary position requires the highest level of discretion, professionalism, and adherence to the rules of confidentiality. In addition to general secretarial duties, duties may include but are not limited to: maintaining the calendar of the Division Chief and/or Deputy Division Chiefs; typing, formatting, copying, and editing confidential complex documents; preparation of PowerPoint presentations; timely completion of correspondence and communications with Executive staff, client agencies, and the judiciary; transcribing and summarizing documents; creating and maintaining weekly and monthly Division reports; auditing physical case files for archiving; performing receptionist duties for the Division; maintaining Division conference rooms including booking them; conferring with Facilities to book conference rooms for weekly Division meetings and ensuring proper room set up; organizing remote access to meetings, including weekly Division meetings; supervision of special projects, including, but not limited to, overtime projects; disseminating information to staff as directed and following up on assignments; maintaining and distributing the office phone lists and personnel roster; ensuring suitability of vacated offices and workstations, including conferring with Facilities regarding cleaning and repairs as necessary; daily checks of Division printers, copiers and shredders for operability; interfacing with potential candidates regarding scheduling interviews, obtaining documents, and conducting reference checks; timely completion of Staff Actions and Eforms, and onboarding of new employees; act as Division training liaison, including coordinating trainings for members of the Division and tracking mandatory Law Departmentwide trainings to ensure Division compliance.

Additional Information: This a Level 4 Legal Secretarial Assistant position, and the candidate would be required to report to the Division Chief and/or Deputy Division Chiefs. Ability to type at a minimum rate of 30 words per minute supersedes the previous requirement of 55 words per minute. LEGAL SECRETARIAL ASST- L2,3,4 - 1022A