Senate Sergeant at Arms
Legal Administrative Assistant
Senate Sergeant at Arms, Washington, District Of Columbia, United States, 20001
Legal Administrative Assistant
Organization: Secretary of the Senate Department: Senate Chief Counsel for Employment Salary Range: SEC-7: $74303-$115170 Nature of Work: This is administrative work providing litigation and administrative support to in-house attorneys and/or the Legal Office Administrator for the Office of Senate Chief Counsel for Employment. Work includes serving as first point of contact to office visitors and callers, preparing legal correspondence and documents, creating and maintaining files, supporting attorney seminar preparation and presentation, and coordinating filings with attorneys. Work is bound by Secretary of the Senate policies and procedures; the U.S. Senate Handbook; and the Senate Ethics Manual, but requires independent judgment in setting priorities and handling assignments. Essential Functions: Type, edit, proofread, and finalize legal correspondence, court pleadings, handbooks, office policies, and other pertinent documents in assigned administrative, litigation, and senatorial matters; copy, assemble, package, and/or disseminate final product as instructed by attorney; and retrieve, copy, and distribute cases, articles, and publications as requested. Coordinate court filings with attorneys and paralegals; create and maintain file indices, court pleading indices, contact lists, and other pertinent lists for each case/matter assigned; create and maintain client files, litigation files, attorneys' working files, attorneys' reading/chron files, and SCCE's administrative files; incorporate all attorneys' notes and research files into main files; destroy documents/files consistent with the SCCE's document retention and destruction policy; and archive files/documents. Greet and/or assist SCCE clients and other visitors to the office; provide telephone coverage of SCCE main phone line and assigned attorneys' direct phone lines. Assist Legal Office Administrator and/or paralegals with special projects/assignments when requested; and provide backup administrative support in the absence of other administrative personnel. Maintain document log of all incoming correspondence/documents to ensure that each piece is scanned into the appropriate document management system or litigation database. Provide paralegals with all litigation documents for docketing onto "Tickler" and all discovery documents for coding, Bates-stamp, and coordinate client/discovery files; assist paralegals and attorneys with e-discovery responsibilities in compliance with federal law; and assist paralegals in the preparation of witnesses, hearings, trial notebooks, and exhibits. Assist attorneys with preparation for travel to conduct seminars, attend professional education conferences, and court appearances; maintain awareness of attorneys' whereabouts and schedule; maintain attorney hours worked spreadsheet, and maintain attorney hours case spreadsheet. Provide information to other administrative staff to aid in the accurate updating of the various internal tracking logs. Maintain current knowledge of the Senate Chief Counsel for Employment Office's Emergency Action Plan (EAP) and Continuity of Operations (COOP) plan; participate in periodic exercises and drills. Other administrative duties as assigned. As part of the Secretary's customer service initiative (known as R.A.T.E.), provide all customers with the highest level of customer service. Minimum Qualifications: Physical Demands and Working Environment: Work is performed in an office environment with exposure to everyday risks and discomforts, and requires the use of normal safety precautions. Work requires frequent walking, standing, bending, and carrying items up to 25 pounds, as well as regular use of typical office equipment, software programs, and methods of communication such as a computer, email, telephone, and photocopier. Regular, predictable, and punctual attendance is required for performance of duties. Work also requires physical presence in the office, except as otherwise required by the Office of the Secretary and/or the Chief Counsel for Employment. Minimum Qualifications: Work requires a high school diploma; associate's degree in English or related field preferred. An equivalent combination of education and/or experience (including legal secretary experience) may be considered in lieu of the associate's degree when the experience has been directly related to the functions of the job. Work requires three to five years of legal support experience, and the following knowledge, skills, and abilities: Strong knowledge of Microsoft Office Suite. Strong quantitative skills and knowledge of business English, spelling, and grammar. Knowledge of court/legal processes and procedures, including electronic filing procedures. Basic knowledge of the Senate as an institution, and Senate procedures and organization preferred, with a desire and willingness to learn more about the history and operation of the Senate. Skill in organizing and maintaining schedules and files. Ability to handle multiple phone lines. Excellent communication, interpersonal, and follow-through skills. Excellent time management skills and keen ability to prioritize and manage multiple responsibilities. Ability to accurately organize, file, proofread, and maintain records. Ability to handle confidential matters and information with discretion. Ability to use typical office equipment, computers, and relevant software programs. Ability to work well independently and as a part of a team. Ability to deal with others using tact and diplomacy. Ability to create and maintain confidential records and reports with a high degree of accuracy. Ability to work extended and unscheduled hours as dictated by caseload and filing deadlines. Licenses, Certifications, and Other Requirements: None.
Organization: Secretary of the Senate Department: Senate Chief Counsel for Employment Salary Range: SEC-7: $74303-$115170 Nature of Work: This is administrative work providing litigation and administrative support to in-house attorneys and/or the Legal Office Administrator for the Office of Senate Chief Counsel for Employment. Work includes serving as first point of contact to office visitors and callers, preparing legal correspondence and documents, creating and maintaining files, supporting attorney seminar preparation and presentation, and coordinating filings with attorneys. Work is bound by Secretary of the Senate policies and procedures; the U.S. Senate Handbook; and the Senate Ethics Manual, but requires independent judgment in setting priorities and handling assignments. Essential Functions: Type, edit, proofread, and finalize legal correspondence, court pleadings, handbooks, office policies, and other pertinent documents in assigned administrative, litigation, and senatorial matters; copy, assemble, package, and/or disseminate final product as instructed by attorney; and retrieve, copy, and distribute cases, articles, and publications as requested. Coordinate court filings with attorneys and paralegals; create and maintain file indices, court pleading indices, contact lists, and other pertinent lists for each case/matter assigned; create and maintain client files, litigation files, attorneys' working files, attorneys' reading/chron files, and SCCE's administrative files; incorporate all attorneys' notes and research files into main files; destroy documents/files consistent with the SCCE's document retention and destruction policy; and archive files/documents. Greet and/or assist SCCE clients and other visitors to the office; provide telephone coverage of SCCE main phone line and assigned attorneys' direct phone lines. Assist Legal Office Administrator and/or paralegals with special projects/assignments when requested; and provide backup administrative support in the absence of other administrative personnel. Maintain document log of all incoming correspondence/documents to ensure that each piece is scanned into the appropriate document management system or litigation database. Provide paralegals with all litigation documents for docketing onto "Tickler" and all discovery documents for coding, Bates-stamp, and coordinate client/discovery files; assist paralegals and attorneys with e-discovery responsibilities in compliance with federal law; and assist paralegals in the preparation of witnesses, hearings, trial notebooks, and exhibits. Assist attorneys with preparation for travel to conduct seminars, attend professional education conferences, and court appearances; maintain awareness of attorneys' whereabouts and schedule; maintain attorney hours worked spreadsheet, and maintain attorney hours case spreadsheet. Provide information to other administrative staff to aid in the accurate updating of the various internal tracking logs. Maintain current knowledge of the Senate Chief Counsel for Employment Office's Emergency Action Plan (EAP) and Continuity of Operations (COOP) plan; participate in periodic exercises and drills. Other administrative duties as assigned. As part of the Secretary's customer service initiative (known as R.A.T.E.), provide all customers with the highest level of customer service. Minimum Qualifications: Physical Demands and Working Environment: Work is performed in an office environment with exposure to everyday risks and discomforts, and requires the use of normal safety precautions. Work requires frequent walking, standing, bending, and carrying items up to 25 pounds, as well as regular use of typical office equipment, software programs, and methods of communication such as a computer, email, telephone, and photocopier. Regular, predictable, and punctual attendance is required for performance of duties. Work also requires physical presence in the office, except as otherwise required by the Office of the Secretary and/or the Chief Counsel for Employment. Minimum Qualifications: Work requires a high school diploma; associate's degree in English or related field preferred. An equivalent combination of education and/or experience (including legal secretary experience) may be considered in lieu of the associate's degree when the experience has been directly related to the functions of the job. Work requires three to five years of legal support experience, and the following knowledge, skills, and abilities: Strong knowledge of Microsoft Office Suite. Strong quantitative skills and knowledge of business English, spelling, and grammar. Knowledge of court/legal processes and procedures, including electronic filing procedures. Basic knowledge of the Senate as an institution, and Senate procedures and organization preferred, with a desire and willingness to learn more about the history and operation of the Senate. Skill in organizing and maintaining schedules and files. Ability to handle multiple phone lines. Excellent communication, interpersonal, and follow-through skills. Excellent time management skills and keen ability to prioritize and manage multiple responsibilities. Ability to accurately organize, file, proofread, and maintain records. Ability to handle confidential matters and information with discretion. Ability to use typical office equipment, computers, and relevant software programs. Ability to work well independently and as a part of a team. Ability to deal with others using tact and diplomacy. Ability to create and maintain confidential records and reports with a high degree of accuracy. Ability to work extended and unscheduled hours as dictated by caseload and filing deadlines. Licenses, Certifications, and Other Requirements: None.