Position Type:
Secretarial/Clerical/Secretary

Date Posted:
8/25/2021

Location:
Quigley Center, AOC

Position Summary:

Assists archdiocesan counsel in processing caseload (as outlined in responsibilities) of the Office of Legal Services. Anticipates the needs of the attorney.

Responsibilities:

*Telephone: Receives, screens and processes telephone messages. Checks voice mail at least twice daily; morning and noon. Records voice mail message for timely information.

*Mail: Opens, sorts, scans, prioritizes and distributes mail. File numbers should be entered on receipt of incoming documents. Prepares mailings.

*Calendar: Maintains Attorney's calendar and, on instruction by Attorney, calendars court dates and other important dates pertaining to certain files. Provides Attorney with calendar/tickler
each morning. Coordinates meetings as needed.

*Correspondence: Drafts correspondence when asked to do so by an Attorney or Paralegal. Types and formats correspondence prepared by Attorneys or Paralegal. Follows office
procedure for efficient document management. Prepares final copy for distribution.

*Copying/Faxing and Scanning: Copies and faxes documents as needed. Scans documents as needed.

*Reception: Greets visitors and announces them to attorney.

*Legal Documents: Drafts/formats/edits legal documents. May be required to file court documents in appropriate civil agency.

*Supports team members: Office function requires team approach. Each team member is expected to assist other team members when possible on an as needed basis.

*Responds to inquiries: On instruction and at the direction of an Attorney, responds to email, telephone, correspondence and in-person inquiries from parishes and agencies regarding routine legal issues, and reports to Attorney on any such information given to parishes or agencies.

*Provides file support: Legal Secretary is to serve as support to attorneys on all files. File support expected includes the following:

1. Enters new matters into legal management system and schedules matter for Attorney review.
2. Files all documents according to office procedures.
3. Assists attorneys in docketing files for review.
4. On attorney direction, closes files.
5. Assists in maintenance of file management system i.e. TRIM, Legal Files

Requirements:

Education Required: High School Graduate
Education Preferred: Secretarial School or some College

Experience Required: Three or more years in secretarial or administrative role
Experience Preferred: One to three years in legal support service or equivalent.

Skills:

• *Knowledge of Microsoft Office Suite.
• *Must be able to type and format letters accurately.
• *Candidate must have strong communications, organization, and problem-solving skills.
• *Attention to detail is important as is ability to work independently.

Other Required:

• *Availability to work overtime as needed.
• *Submit resume and cover letter with application.