Under the direction of the Solicitor and Project Manager of the Law Department, the Legal Secretary is responsible for all clerical duties associated with the legal department budget and day to day office work, tax resolutions, advertising, notary public if applicable and office maintenance.

Reports To: Solicitor/Project Manager

Salary:
Support Non-Exempt Salary Plan, Level 6 (starting at $30, 411)

FLSA Status: Non-Exempt

Qualifications:
- High school diploma required.

- Business courses and legal experience required.

- Previous school district, governmental or administrative experience preferred.

- Proficiency in all Microsoft Office applications: especially Outlook, Word and Excel.

- Incorporates personal meticulous organization skills to work the caseloads.

- Prioritizes workload daily to ensure that all pressing work is accomplished while also completing daily work.

- Requires total confidentiality of the work performed.

Residency Requirements: City of Pittsburgh Residency Required

Essential Job Functions:
1. Verifies and processes bills from outside counsel who represent the school District on various cases, auditing to ensure that amounts are within budget parameters set by the Board or its Error and Omissions providers.

2. Develops and manages an electronic tracking system for all outside counsel caseloads.

3. Communicates effectively and efficiently to customers, which include outside attorneys, Board members, school and central office staff, etc.

4. Performs day to day administrative tasks such as maintaining information files and processing paperwork.

5. Coordinates incoming and outgoing mail for the Legal Department.

6. Coordinates and tracks all Right to Know Requests.

7. Coordinates record requests and subpoena compliance.

8. Monitors the budget for the Legal Department, recommends budget transfers and provides rationale for need.

9. Records all financial transactions, orders supplies, equipment and law book supplements.

10. Performs general administrative duties, including but not limited to, answering phones, opening and maintaining files and updates to the law library.

11. Secures information necessary for preparation of annual tax resolutions adopted by the Board.

12. Assures that all details necessary for advertising public meeting notices, notices of budget and notices of real estate are published in a timeframe that is required by law.

13. Notarizes school district documents upon requests

14. Conducts law library research for answers to questions posed by internal and external customers.

15. Researches property files for deeds and agreements.

16. Determines appropriate certification, verifications and/or certificates of service required to accompany pleadings as governed by the Rules of Civil Procedure.

17. Uses Outlook to maintain and schedule meetings and hearings in pending court actions.

18. Prepares certificate of Self-Insurance for signature by the Solicitor and transmits to requesting entity.

19. Schedules and maintains all relevant documents for depositions and follow-up meetings that include opposing counsel and court reporters.

20. Schedules and maintains all relevant documents for personnel dismissals and demotion and suspension hearings.

21. Certifies the record on meetings and depositions to the appropriate court as required.

22. Prepares Board information sheets.

23. Performs other duties assigned by Solicitor or Project Manager of the Legal Department.

Additional Job Information:
Physical Demand: This position is primarily sedentary in nature. Employee will be required to operate computer system for data entry, and have the ability to complete necessary paperwork. This position requires minimum physical effort and not subjected to Occupational Health and Safety risks.

Work Environment:
- Work in close collaboration with staff at multiple sites and multiple disciplines.
- Comfort with ambiguity.
- Requires considerable creativity and concentration.
- Subject to stress caused by a changing environment, diversity in the organization, tight deadlines and work load.

The Pittsburgh Public Schools (PPS) does not discriminate on the basis of race, color, national origin, sex, disability or age in its programs, activities, career and technical education programs or employment and provides equal access to the Boy Scouts and other designated youth groups. It is the policy of the Pittsburgh School District to make all services, programs and activities available and to provide reasonable accommodations to persons with disabilities. Please make requests for accommodations at least 72 hours before the scheduled event. For more information regarding accommodations, civil rights grievance procedures, please contact: Office of Employee Relations, 341 S. Bellefield Ave, Pittsburgh, PA 15213 or 412-529-HELP (4357).