Legal Secretary (office Of The General Counsel)

Definition

Under general supervision of the Legal Office Manager, performs a variety of legal secretarial and administrative support functions for assigned supervisory/administrative staff. This class is treated as an FLSA non-exempt.

Essential Functions: (Essential functions may vary among positions, but may include the following tasks, knowledge, abilities, skills, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions in this classification.)

Examples of Tasks

1. Provides legal secretarial/office administrative support requiring considerable knowledge of legal procedures, forms and documents and high degree of secretarial/administrative support skill to attorneys and advocates.

2. Prepares a variety of complex legal correspondence, petitions, briefs, legal opinions, pleadings, motions, and depositions from general direction using technical knowledge and expertise.

3. Completes legal notices/forms/correspondence from marginal notes, verbal and written directions, standard paragraphs and/or similar forms.

4. Preparation and processing of legal notices and other legal forms in accordance with established or implied legal requirements.

5. Maintains follow up records relating to legal matters.

6. Greets and assists visitors and directs them to appropriate staff and/or requested services; answers routine questions about program services, policies and procedures.

7. Answers phone calls to provide requested information, directs calls to appropriate resource agency/staff member, and/or takes messages for absent staff members.

8. Maintains schedules, appointment calendars, travel arrangements and itineraries for assigned staff.

9. Opens and date stamps incoming mail. Keeps a log of incoming and outgoing mail. Routes incoming mail to appropriate staff or department; prepares responses to routine correspondence/requests for information.

10. Maintains office files, including confidential/sensitive files, by organizing and filing forms, correspondence, records, research, notes, reports and/or related information in accordance with established system. Retrieves information from files in response to requests from staff or the public; assembles and submits relevant data from files; maintains confidentiality/security of files/records.

11. Types letters, memos, reports, or other documents using a personal computer; photocopies appropriate information at the request of staff and/or the public; engages in electronic correspondence such as telefax, electronic mail and other computer and electronic-related forms of communication.

12. Performs other job related duties and special assignments that facilitate and enhance departmental operations.

Knowledge, Skills, Abilities, and Other Characteristics:

• Knowledge of the culture, customs, traditions, history and government of the Salt River Pima-Maricopa Indian Community.
• Knowledge of principles and practices of legal office procedures, word processing, and computerized records systems.
• Knowledge of the Community's billing, invoicing, purchasing and records management procedures.
• Knowledge of Office programs, policies and procedures, and general knowledge of programs throughout the government
• Knowledge of the strict confidentiality rules governing the Office.
• Knowledge of legal work performed by the Office.

• Skill in operating a variety of standard office equipment, including but not limited to photocopiers, fax machines and office computers.

• Skill in establishing and maintaining effective working relationships with staff, other departments, SRPMIC administrative staff, outside entities, clients and the general public.

• Skill in using office software such as Microsoft Word, Excel, Power Point, Outlook and Windows Explorer.
• Skill in communicating effectively and professionally with a variety of individuals.
• Skill in following complex oral and written instructions, policies and procedures

• Ability to prepare correspondence and other documents, utilizing correct grammar, punctuation, spelling, and organization.

• Ability to use personal computer and related software to maintain records and creates appropriate correspondence and other documents.

• Ability to assist and support a busy legal office, particularly scheduling and case file management.
• Ability to use personal computer for appointment scheduling and data entry.
• Ability to organize multiple work priorities and meet frequent deadlines.
• Ability to use computer for Internet research.
• Ability to take and prepare accurate meeting notes.
• Ability to work under pressure generated by nature of work and workload.
• Ability to maintain confidences of attorneys and clients.

Minimum Qualifications

• Education & Experience: Graduation from high school or GED equivalent and experience equivalent to four years of full-time work performing a variety of secretarial/administrative support tasks, one year of which was in a law office OR completion of a post-high school Legal Secretary/Paralegal training program may substitute for one year of experience. Must be able to demonstrate typing skill at 40 NET words per minute. Must be willing to become a notary. Must have experience working with PeopleSoft, Power Point, and case or electronic filing or management systems.

• For enrolled Community members without a GED must obtain a GED. Requires participation in the HR GED Program and successful completion of the Arizona state certified exam in order to continue employment with SRPMIC.

• Equivalency: Any equivalent combination of education and/or experience that would allow the candidate to satisfactorily perform the duties of this position, will be considered.

• Underfill Eligibility: An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill.

Special Requirements

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check. Employees are subject to random drug and alcohol testing.

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified : Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.

In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).

Documents may be submitted by one of the following methods:

1) attach to application

2) fax (480) 362-5860

3) mail or hand deliver to Human Resources.

Documentation must be received by position closing date.

The IHS/BIA Form-4432 is not accepted .

Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.