Senior Legal Secretary

Chicago Public Schools (CPS) is the third-largest school district in the United States, serving over 360,000 students in 600+ schools and employing nearly 36,000 people, most of them teachers. CPS has set ambitious goals to ensure that every student, in every school and every neighborhood, has access to a world-class learning experience that prepares each for success in college, career, and civic life. In order to fulfill this mission, we make three commitments to our students, their families, and all Chicagoans: academic progress, financial stability, and integrity. Six core values are embedded within these commitments - student-centered, whole child, equity, academic excellence, community partnership, and continuous learning.

The Senior Legal Secretary will join the Law Department's Transactions unit, which provides strategic advice on high volume, time-sensitive district transactions, supports the development of procurement solicitations, and drafts and negotiates a broad range of mission-critical contracts. The Unit also provides legal review and counsel on bond issuances and other financings, and advises on compliance with Board rules, policies and public procurement laws. Reporting to the Deputy and Assistant Deputy General Counsel, and working closely with the Senior Assistant General Counsel, the Senior Legal Secretary will serve a central role to ensure the Transactions unit is equipped to operate efficiently by providing high-level secretarial and administrative support .

The Senior Legal Secretary will be held accountable for the following responsibilities:

• Organize and maintain data management functions, including timely, accurate database and tracking system inputs, updates and pulling recurring system data reports and other documents
• Provide general administrative support, and timely complete recurring tasks, including, organizing and archiving files and documents on the unit's electronic platform, routing documents for execution, preparing/finalizing documents and correspondence, including large volume mail merge projects, unit calendar management, follow up on delegated assignments, recordkeeping, supporting development of, and organizing staff meetings, trainings and presentations
• Handle assignment request intake, review of requests and related materials for completeness and manage follow up to resolve incomplete requests; assign matters to attorneys with input from the Deputies, provide attorneys with relevant precedent, materials and set up electronic matter folders
• Open, read, route, and distribute incoming hard copy and electronic communications and prepare answers to routine inquiries
• Coordinate with stakeholder departments to support multi-department workflow process for matters to be presented to the Board each month, including, drafting and timely delivering recurring Board reports, contract lists and other materials supporting the Board preparation process
• Facilitate compliance with deadlines by managing the unit calendar, tracking matters and providing recurring, timely reminders
• Anticipate and identify unit supply and materials needs, ensuring that sufficient and appropriate resources are available
• Perform other tasks and special projects as assigned by the unit Deputies and Sr. Assistant General Counsel

In order to be successful and achieve the above responsibilities, the Senior Legal Secretary must possess the following qualifications:

Type of Education Required :

• High school diploma or GED equivalent
• Bachelor's degree from an accredited college or university is preferred

Type of Experience and Number of Years :

• A minimum of five (5) years previous legal secretarial, administrative or legal assistant experience handling transactional matters in a high volume, fast-paced environment.
• In-house and law firm experience preferred.

Knowledge, Skills, and Abilities :

• Exceptional attention to detail with the ability to maintain accuracy while balancing multiple time sensitive priorities
• Excellent organizational skills; demonstrated ability to organize and prioritize work in a dynamic, complex, fast paced environment to meet and manage competing deadlines
• Ability to operate with a sense of urgency to accomplish goals and objectives while maintaining professionalism and customer service focus.
• Execution and solution oriented, creative problem solver with ability to define problems, analyze and outline valid conclusions and action steps to meet defined goals and deadlines
• Clear, effective verbal and non-verbal communication skills (speaking, writing, listening)
• Strong systems skills and desire for continued growth and learning; Ability to use an array of technology and tools, including data tools, functional spreadsheets (excel, Google sheets), presentations, Word and Google Suite, and others, including, but not limited to Oracle, Kronos, Smartsheets, Lawtrac and contract management and tracking systems
• Strong interpersonal skills and the ability to interact positively and professionally at all times with Transactions team members, other law department staff, executive offices, internal clients and external partners.
• Able to take ownership of, and independently manage tasks, timelines and systems, following tasks through to completion with little or no follow up; knows when to ask questions
• Highly professional with a clear understanding of maintaining confidentiality
• Superior typing and data entry skills
• Working knowledge of legal terminology and contract structures
• Experience with legal matter management, tracking and contract management systems strongly preferred

Residency Requirement:

As a condition of employment with the Chicago Public Schools (CPS), employees are required to live within the geographic boundaries of the City of Chicago within six months of their CPS hire date and must maintain residency throughout their employment with the district.