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Legal Administrative Assistant IV
•30 days ago
| Hours | Full-time, Part-time |
|---|---|
| Location | Rockville, Maryland |
About this job
Provides administrative and operational clerical support to Legal department attorneys, managers and/or staff. Responsibilities may include answering phones and relaying messages/information to both division staff and callers; scheduling/calendaring meetings and conferences; maintaining filing systems; ordering/stocking office supplies; opening/sorting mail. Types/proofreads/composes correspondence; creates graphs and presentations; researches issues as needed.
Essential Functions:
* Provides more complex administrative support and project coordination for the department head, managers and/or staff members. Process sensitive and confidential information with the utmost judgment and tact, recognizing any legal privilege issues, time constraints and political implications: Answers phones, screens calls, takes messages, and routes to appropriate members/staff, using appropriate telephone etiquette. Greets KP visitors or outside vendors. May monitor and/or respond to routine email/inquires for others. Interacts daily with KP employees across multiple organizations and external parties.
* Manages multiple calendars and schedules/plans meetings. Arranges special events requiring solid understanding of event planning and coordination. Makes travel arrangements for the department head and/or staff members.
* Coordinates projects and updates to department documents (i.e. organization charts, department administrative policies etc.).
* Drafts complex and detailed correspondence for senior managers/directors using KP knowledge and business acumen; independently updates department documents as needed. Organizes and assembles complex legal and other documents required for briefs, responses to state and federal agencies, and subpoenas. Ensures that all mailings include all relevant parties.
* Reviews, verifies and tracks outside counsel and department expenses. Monitors and identifies administrative budget issues to include billing and payment authorization for planned expenses and special events and special events; verifies recharges across business units. Manages expense reports through OneLink.
* Coordinates administrative workflow of the department; recommends new processes as needed.
* Inputs data and maintains established database and document management systems; gathers and researches information. Maintains physical and electronic files in accordance with accepted legal practices.
* Performs other department specific duties as assigned.
Basic Qualifications:
Experience
* Minimum seven (7) years of administrative assistant experience supporting at the department head or executive level, or related experience.
Education
* High School Diploma or General Education Development (GED) required.
License, Certification, Registration
* N/A
Additional Requirements:
* As a skilled specialist, completes tasks in creative and effective ways.
* Ability to learn and apply an advanced understanding of the organization and its functional policies and processes.
* Ability to manage dynamic calendars for management including event planning with external vendors.
* Advanced writing skills to compose more difficult, detailed correspondence and to recommend updates to department documents as needed.
* Intermediate to advanced knowledge of two or more of Microsoft Office Suite applications: Word, Excel, PowerPoint and/or Access, depending upon department or business needs.
* Working knowledge of email and office equipment (fax, phone, copier, etc.).
* Must be able to work in a Labor/Management Partnership environment.
Preferred Qualifications:
* Legal experience strongly preferred.
* Bachelor's degree preferred.
Essential Functions:
* Provides more complex administrative support and project coordination for the department head, managers and/or staff members. Process sensitive and confidential information with the utmost judgment and tact, recognizing any legal privilege issues, time constraints and political implications: Answers phones, screens calls, takes messages, and routes to appropriate members/staff, using appropriate telephone etiquette. Greets KP visitors or outside vendors. May monitor and/or respond to routine email/inquires for others. Interacts daily with KP employees across multiple organizations and external parties.
* Manages multiple calendars and schedules/plans meetings. Arranges special events requiring solid understanding of event planning and coordination. Makes travel arrangements for the department head and/or staff members.
* Coordinates projects and updates to department documents (i.e. organization charts, department administrative policies etc.).
* Drafts complex and detailed correspondence for senior managers/directors using KP knowledge and business acumen; independently updates department documents as needed. Organizes and assembles complex legal and other documents required for briefs, responses to state and federal agencies, and subpoenas. Ensures that all mailings include all relevant parties.
* Reviews, verifies and tracks outside counsel and department expenses. Monitors and identifies administrative budget issues to include billing and payment authorization for planned expenses and special events and special events; verifies recharges across business units. Manages expense reports through OneLink.
* Coordinates administrative workflow of the department; recommends new processes as needed.
* Inputs data and maintains established database and document management systems; gathers and researches information. Maintains physical and electronic files in accordance with accepted legal practices.
* Performs other department specific duties as assigned.
Basic Qualifications:
Experience
* Minimum seven (7) years of administrative assistant experience supporting at the department head or executive level, or related experience.
Education
* High School Diploma or General Education Development (GED) required.
License, Certification, Registration
* N/A
Additional Requirements:
* As a skilled specialist, completes tasks in creative and effective ways.
* Ability to learn and apply an advanced understanding of the organization and its functional policies and processes.
* Ability to manage dynamic calendars for management including event planning with external vendors.
* Advanced writing skills to compose more difficult, detailed correspondence and to recommend updates to department documents as needed.
* Intermediate to advanced knowledge of two or more of Microsoft Office Suite applications: Word, Excel, PowerPoint and/or Access, depending upon department or business needs.
* Working knowledge of email and office equipment (fax, phone, copier, etc.).
* Must be able to work in a Labor/Management Partnership environment.
Preferred Qualifications:
* Legal experience strongly preferred.
* Bachelor's degree preferred.
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