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Legal Secretary/Legal Office Administrator - Santa Ana in Santa Ana, CA at AF Group

Date Posted: 7/1/2018

Job Snapshot

Job Description

Responsible for evaluating, developing, and implementing workflows and processes for office. Participates in the review and evaluation of systems and databases for use by the office. May perform support tasks which may be highly confidential and sensitive utilizing considerable independent judgment. Perform administrative work, including, organizing, scheduling, coordinating, researching, compiling and exchanging, and sometimes analyzing information for department. Assist in implementing department activities and communications, internal and external. Manages projects associated with work performed. Acts as liason between leagl office and Claims department and vendors.





RESPONSIBILITIES/TASKS:






  • Coordinate office activities for the department. Prioritize and follow up on information and requests to and from Staff Counsel. Update Staff Counsel on current issues as necessary.
  • Assist in the planning, development, and implementation of department goals.
  • Research, compile, assimilate, and prepare documents. Brief Staff Counsel regarding content.
  • Read and screen incoming correspondence and reports; handle or forward to appropriate person.
  • Receive and screen incoming calls and visitors to determine priority matters.
  • Compose, type, and edit correspondence in response to incoming mail, calls, and other situations dictated by job responsibilities.
  • Prepare agenda and collect and distribute- materials for meetings and conferences. Transcribe minutes and keep records of proceedings as required.
  • Coordinate and facilitate the Staff Counsel's calendar to arrange appointments, meetings, and conferences.
  • Recommend actions to be taken on budget expenditures and equipment and supply needs. Direct services, such as maintenance, repair, replenishing supplies, and files.
  • Make domestic and foreign travel arrangements for Staff Counsel and department. Prepare and compile travel vouchers and maintain all travel records.
  • Develop, compile and maintain various filing systems and informational databases and generate reports as requested or as scheduled.
  • Maintain confidentiality of information processed as appropriate.
  • May participate in interviewing, selection and training.
  • Independentyly develop forms, spreadsheets and work flows that facilitate the implementation of new legal directives or programs,
  • Maintain jurisdicitonal electronic docket system.
  • Timely serve legal documents according to jurisdictional requirements.
  • Maintain office wide Legal Calendar;
  • Coordinate staff attendance at hearings.
  • Coordinate activities with other departments and vendors.
  • Manage projects as assigned.



    Performs other related duties which may not be specifically listed in the position description, but which are within the general occupational series and responsibility level typically associated with the employee's class of work.







    EMPLOYMENT QUALIFICATIONS:



    EDUCATION OR EQUIVALENT

    EXPERIENCE:



    High school diploma, G.E.D required. Associate's degree in business or related field preferred. Combinations of relevant education and experience may be considered in lieu of a degree.



    EXPERIENCE:



    With proper education credentials, seven years relevant experience which provides the necessary skills, knowledge, and abilities. Experience working in supervision, or lead role preferred.



    SKILLS/KNOWLEDGE/ABILITIES (SKA) REQUIRED:




  • Knowledge of organization, company and departmental policy and procedures preferred.
  • Excellent oral and written communication skills with the ability to compose correspondence.
  • Excellent working knowledge of computers and company standard software with the ability to accurately input data of 60 wpm.
  • Ability to proofread documents for spelling, grammar and punctuation.
  • Ability to perform necessary mathematical computations.
  • Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists.
  • Ability to comprehend consequences of various situations and make appropriate individuals aware of same for decision making.
  • Ability to follow complex instructions and to apply instructions and guidelines in the disposition of problems.
  • Ability to exchange information clearly and concisely and to present ideas, report facts and other information.
  • Ability to use diplomacy, discretion and appropriate judgment when addressing callers.
  • Ability to establish work flows, manage multiple projects, and meet necessary deadlines while maintaining composure during stressful situations occurring as a result of workloads and/or deadlines.
  • Ability to maintain confidentiality.
  • Ability to perform other assignments at locations outside the office.



    WORKING CONDITIONS:



    Work is performed in an office setting with no unusual hazards. Travel may be required.

    Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled
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