Administrative Assistant to Deputy Corportation Counsel

Essential Duties

• Using Microsoft Office including but not limited to Microsoft Word, to prepare correspondence, filings, and other documents.
• Using Outlook for emailing, calendaring, scheduling.
• Using SharePoint for tracking division members’ use of time off and work from home.
• Using Litify case management system to docket case events and documents.
• Managing settlement processing.
• Preparing and submitting expense reimbursements for division personnel.
• Ordering office supplies for the division.
• Organizing and maintaining paper and electronic files, including warehousing of paper files.
• Maintaining paper files of Deputy and Chief and storing closed files.
• Screens telephone calls and visitors, schedules appointments, and organizes meetings.
• Cooking travel arrangements, including but not limited to coordinating with DOL administration, OBM, and others, making travel arrangements, and preparing internal documentation relating to travel.
• Serving as the division point person on administrative tasks, including but not limited to time allocation reports, and the division’s go-to person for administrative questions and concerns, including but not limited to guidance on how to complete administrative forms.
• Maintaining Outlook calendar of Appeals personnel time off and work from home days.
• Preparing required paperwork and related tasks associated with engagement of outside counsel.
• Processing invoices for outside counsel (from Counsel Link) and printing.
• Reviewing Law Bulletin for oral argument announcements and upcoming opinions.
• Coordinating the onboarding of new staff and volunteers to the division.
• Providing general administrative support to the division.

Qualifications

• Bachelor's degree in a relevant field.
• Minimum of 2 years of administrative assistant experience in a legal setting.
• Strong proficiency in Microsoft Office Suite, particularly Word and Outlook.
• Experience with case management systems and timekeeping software.
• Excellent organizational and communication skills.
• Ability to manage multiple tasks simultaneously and prioritize effectively.
• Knowledge of legal terminology and processes.