Skip to main content

This job has expired

Staff Assistant, Office of Legal Advisor

Employer
Boston Public Schools
Location
Boston, MA, US
Salary
Competitive

View more

Job Category
Administrator, Legal

Job Details

General Information
JOB TITLE: Staff Assistant to the Office of Legal Advisor
FTE: 1.0
Job Code: Staff Assist (B) - S00214

Job Description

Boston Public Schools seeks a Staff Assistant to coordinate and provide administrative and operational support to the legal department including the Legal Advisor and five attorneys.

The Staff Assistant maintains and organizes the department's electronic databases, hard copy filing systems, typing, telephones, working on special projects. The Staff Assistant coordinates communications, oversees scheduling coordination for meetings, conferences, depositions, and related activities, organizes event details, prepares reports, coordinates travel arrangements, and keeps current on related financials for the department.

Additionally, the Staff Assistant answers correspondence and assembles highly confidential and sensitive information. Deals with diverse group of internal and external callers, as well as contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload and recommend changes in office practices or procedures.

REPORTS TO: Alissa Ocasio, Legal Advisor
RESPONSIBILITIES:

  1. Manages all administrative functions of the Office of Legal Advisor. Schedules and organizes complex activities such as meetings, conferences, depositions, and department activities for all members of the Department. Maintains Legal Advisor's calendar by planning and scheduling meetings, conferences, teleconferences, and travel.
  2. Establishes, develops, maintains and updates confidential and legal filing system, including both electronic and hard copy filing systems. Manages all files to and from archives when needed.
  3. Coordinates and tracks all litigation in Time Matters database. Prepares specialized reports for the department on a regular and as-needed basis. Maintains, organizes, scans, and logs all legal records and legal correspondence for the office.
  4. Responds to requests for student records, working with all necessary departments to gather responsive documents, reviewing all documents and preparing responses to requestors.
  5. Assists attorneys in drafting correspondence, preparing documents related to court filings or other legal matters.
  6. Handles confidential and non-routine information and explains policies when necessary. Acts as liaison with other BPS departments, City departments, outside agencies, and outside counsel, specifically acting as liaison to the City of Boston Law Department on all office operation matters.
  7. Opens and processes mail for all attorneys. Sorts and distributes mail. Drafts written responses or replies by letter or email when necessary. Responds to regularly occurring requests for information, using independent judgment. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other staff.
  8. Manages all administrative functions of the Office of Legal Advisor. Manages and monitors office budget. Assists the Legal Advisor in the budget process.
  9. Maintains office inventory of supplies and coordinates such orders with City of Boston Law Department and external vendors.
  10. Processes and maintains personnel records for the Office of Legal Advisor.
  11. Processes and maintains travel expenses for all staff.
  12. Greets visitors/callers, ascertains nature of the business, and directs visitors/callers to appropriate parties.
  13. Reports attendance of support staff.
  14. Performs other duties as requested by the Legal Advisor.
QUALIFICATIONS - REQUIRED:
  • Bachelor's Degree or a minimum of four (4) years experience working in an administrative and legal office management field.
  • Proven experience as a staff assistant or in other secretarial position.
  • Full comprehension of standard computer office equipment and standard office software such as Microsoft Office, Adobe, etc.
  • Strong planning and time management skills.
  • Exemplary organizational skills; attention to detail; and knowledge of standard office practices and procedures.
  • Excellent interpersonal skills, including the ability to work with a diverse group of people.
  • Excellent customer service techniques with a strong ability to problem solve.
  • Ability to work independently in a confidential environment.
  • Ability to meet strict deadlines.
  • Ability to multitask in a fast-paced environment.
  • Current authorization to work in the United States - Candidates must have such authorization by their first day of employment.
QUALIFICATIONS - PREFERRED:
  • Office management experience in a law/legal department
  • Experience in administrative and legal office management in a public agency
  • Experience using Time Matters or other legal practice management software
TERMS:
  • Managerial Tier B
  • This position subject to the City of Boston residency requirement.


Please refer to www.bostonpublicschools.org/ohc (under "Employee Benefits and Policies") for more information on salary and compensation. Salaries are listed by Unions and Grade/Step.

The Boston Public Schools, in accordance with its nondiscrimination policies, does not discriminate in its programs, facilities, or employment or educational opportunities on the basis of race, color, age, criminal record (inquiries only), disability, homelessness, sex/gender, gender identity, religion, national origin, ancestry, sexual orientation, genetics or military status, and does not tolerate any form of retaliation, or bias-based intimidation, threat or harassment that demeans individuals' dignity or interferes with their ability to learn or work.

Company

As the birthplace of public education in this nation, the Boston Public Schools is committed to transforming the lives of all children through exemplary teaching in a world-class system of innovative, welcoming schools. We partner with the community, families, and students to develop in every learner the knowledge, skill, and character to excel in college, career, and life.

Company info
Telephone
(617) 635-1550
Location
2300 Washington Street
Roxbury
MA
02119
United States

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert