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Legal Secretary II

Gardnerville,

Position Title

Legal Secretary II

Job Type

Full-Time

Classification

Non-Exempt

Grade

NE11 (17.95 - 25.13)

Department

Administration

Supervisor

Position Summary

Under direct supervision the Legal Secretary is responsible for providing administrative and secretarial assistance to the department including document organization and filing. Works closely with General Counsel and Assistant Counsel to maintain organizational and project management systems including tracking projects, tasks, priorities and schedules, and the Department’s budgets. Writes grant reports, schedules work activities of program staff in accordance with grant work plans, and tracts grant budgets. Maintains confidentiality of all privileged information.
Minimum Qualifications
  • Associate’s Degree plus three years of progressively responsible legal secretarial experience; or equivalent combination of education and experience.

  • Must possess and maintain a valid California or Nevada driver’s license or capable of obtaining one within thirty-days (30) of employment.

  • Must be able to be insurable by the Tribe’s Driving Policy.

  • Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation.

  • Preference will be given to Qualified Native American Indians.

Essential Duties & Responsibilities
  • Receives all proposed contracts from other departments.

  • Enters information into contracts tracking system. Participates in initial contract review meetings updating tracking list, assisting in scheduling and following-up on tasks as directed.

  • Monitors deadlines on contracts, flagging and informing attorneys of deadlines.

  • Communicates with departments as to the status of their contracts.

  • Maintains department files within each attorney’s office including current contracts, legal issues, administration and other work-related documents.

  • Maintains completed contract files and other legal-related files in the File Room.

  • Maintains project tracking and task lists adding new items as directed.

  • Finds documents or information in documents in the files or on the Internet as requested.

  • Researches legal questions as needed.

  • Types attorney’s handwritten comments on contract drafts, letters, memorandums and other work-related items.

  • Prepares purchase orders, check requests, travel reimbursement forms and other such departmental forms.

  • Tracks department budget, reviews expenditures including invoices from attorneys and contractors, credit card reconciliation and follows-up to make sure bills are paid promptly.

  • Maintains the General and Assistant General Counsel’s calendar and appointments; schedules appointments for the General and Assistant Counsel; coordinates and arranges meetings, conferences, travel, programs, and other events.

  • Coordinates work and program activities with other Tribal entities and Governmental agencies.

  • Monitors progress on all grants, contracts, and maintains individual files on each grant and contract; assures that grants are closed out according to acceptable procedures.

  • Screens incoming calls, faxes and correspondence; exercises judgment and responds accordingly.

  • Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor.

  • Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction as requested including editing and reviewing all correspondence and documents for correct grammar, punctuation, and spelling.

  • Maintains and operates office machines, equipment, and computers. Coordinates general maintenance and repair.

  • Maintains inventory of office supplies.

  • Receives, sorts, logs, and routes mail.

  • Attends meetings and takes minutes as requested.

  • Performs other duties as required.

Knowledge, Abilities, Skills, and Certifications
  • Knowledge of modern office practices, procedures, and equipment.

  • Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.

  • Knowledge of records management and basic accounting procedures.

  • Ability to communicate effectively in the English language both verbally and in writing.

  • Ability to work cooperatively with various government officials and employees.

  • Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.

  • Ability to represent the organization in a professional manner, building respect and confidence.

  • Ability to handle multiple tasks and meet deadlines.

  • Ability to carry out instructions furnished in verbal or written format.

  • Ability to work independently with minimal supervision.

  • Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).

  • Skill in navigating and use of governmental grant reporting operating systems, forms and websites.

Physical Demands
  • While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment
  • Work is generally performed in an office setting with a moderate noise level.