Legal Secretary, Office of General Counsel - Arlington - Marymount University

Description

POSITION OVERVIEW: We are seeking an experienced, professional legal secretary to support the University General Counsel. This role requires a minimum of five (5) years of administrative support/secretarial experience and an associates degree (or two (2) years administrative experience at an educational institution may be substituted for the associates degree). This is not a paralegal position, it is administrative support for the Office of the General Counsel. This is an onsite position; Monday - Friday 8:30-5:30.
Position Title: Legal Secretary
Department: Office of General Counsel
Division: Office of General Counsel
Reports to: Vice President, General Counsel and Secretary of the Board
# Direct Reports: 0
Parameters: ☒ FT ☐ PT
Primary Location: ☒ Main Campus
Flex Work (Hybrid) Eligible: ☐ Yes ☒ No
Remote Eligible (100% off campus): ☐ Yes ☒ No
Classification: ☐ Exempt ☒ Non-Exempt
Job Profile #: 00008
Hourly Rate: $ $33.65
ESSENTIAL FUNCTIONS:

• Type, edit, proofread and finalize correspondence, reports, forms, and other documents.
• Open electronic files, organize and maintain electronic and paper files in accordance with office guidelines.
• Intake of new matters, which includes opening an electronic file.
• Mail or arrange delivery of correspondence.
• Process incoming mail and documents.
• Answer phone calls, route incoming calls, take messages.
• Maintain the General Counsel's schedule and calendar and track deadlines.
• Organize and coordinate meetings, conferences, training sessions and events.
• Assist the General Counsel in collecting information and records/documents.
• Assist the General Counsel with policy drafting and review.
• Compile and analyze data and prepare reports and summaries as necessary.
• Assist with records retention of OGC records in accordance with applicable university policies.
• Data entry and use of Microsoft Excel to track data.
• Assist with establishing and revising work procedures to improve office efficiency.
• Assist the General Counsel with Board meetings and correspondence.
• Submit requests for computer hardware assistance.
• Order and maintain office supplies.

NON-ESSENTIAL FUNCTIONS/OTHER DUTIES AND ASSIGNMENTS: Other duties as assigned.
REQUIRED QUALIFICATIONS:
Five (5) years of administrative support/secretarial experience and an associates degree (or two (2) years administrative experience at an educational institution may be substituted for the associates degree).
PREFERRED QUALIFICATIONS: Four years or more administrative support/secretarial experience with a law firm or an in-house environment.
KNOWLEDGE/SKILLS/ABILITIES:
Knowledge of and ability to follow university policies and procedures.
Ability to demonstrate exceptional service in alignment with Serve with Purpose and to establish and maintain effective working relationships with the campus community.
Microsoft Office 365 includes proficient skills in Excel, Word, PowerPoint, Teams, and SharePoint.
Workday proficiency related to the role
Clerical - Knowledge of clerical procedures and systems such as word processing, managing files and records, designing forms, developing access databases, processing incoming and outgoing mail, processing incoming documents, and other office procedures and terminology.
Customer Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Administration and Management - Knowledge of case and document management systems.
Law and Governance - Knowledge of laws, legal codes, court procedures, government regulations, executive orders and agency rules.
Skills:
Writing - Communicating effective in writing as appropriate for the needs of the audience.
Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking question as appropriate, and not interrupting at inappropriate times.
Speaking - Talking with other to convey information effectively.
Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Coordination - Adjusting actions in relation to others' actions.
Time Management - Managing one's own time and the time of others.
Priority Management - Recognizing the context in which issues arise and acting on their importance to clients and the office.
Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.
Organizational - Arranging resources and assignments in a way that maximizes efficiency and usage of time.
Abilities:
Written Comprehension - The ability to read and understand information and ideas presented in writing.
Oral Comprehension - The ability to listen to and understand information and ideas present through spoken words.
Oral Expression - The ability to communication information and ideas in speaking so other will understand.
Written Expression - The ability to communicate information and ideas in writing so others will understand.
Information Ordering - The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
Category Flexibility - the ability to generate or use different sets of rules for combining or grouping things in different ways.
Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.
LICENSURE OR CERTIFICATIONS: None
SPECIAL WORKING CONDITIONS: This is a security sensitive position. You are required to abide by the rules governing support staff in a legal office as set forth in the State Bar rules and regulations.
WORK ENVIRONMENT: Office setting, generally quiet.
PHYSICAL REQUIREMENTS: May require sitting for extended periods of time; use of office equipment.