Legal Secretary Ii

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Legal Secretary II
The candidate duties will include: Under direct supervision, will be responsible for providing administrative and secretarial assistance to the department including document organization and filing. Works closely with General Counsel and Assistant Counsel to maintain organizational and project management systems including tracking projects, tasks, priorities and schedules, and the Department’s budgets. Writes grant reports, schedules work activities of program staff in accordance with grant work plans, and tracts grant budgets. Maintains confidentiality of all privileged information. Receives all proposed contracts from other departments. Enters information into contracts tracking system. Participates in initial contract review meetings updating tracking list, assisting in scheduling and following-up on tasks as directed. Monitors deadlines on contracts, flagging and informing attorneys of deadlines. Communicates with departments as to the status of their contracts. Maintains department files within each attorney’s office including current contracts, legal issues, administration and other work-related documents. Maintains completed contract files and other legal-related files in the File Room. Maintains project tracking and task lists adding new items as directed. Finds documents or information in documents in the files or on the Internet as requested. Researches legal questions as needed. Types attorney’s handwritten comments on contract drafts, letters, memorandums and other work-related items. Prepares purchase orders, check requests, travel reimbursement forms and other such departmental forms. Tracks department budget, reviews expenditures including invoices from attorneys and contractors, credit card reconciliation and follows-up to make sure bills are paid promptly. Maintains the General and Assistant General Counsel’s calendar and appointments; schedules appointments for the General and Assistant Counsel; coordinates and arranges meetings, conferences, travel, programs, and other events. Coordinates work and program activities with other Tribal entities and Governmental agencies. Monitors progress on all grants, contracts, and maintains individual files on each grant and contract; assures that grants are closed out according to acceptable procedures. Screens incoming calls, faxes and correspondence; exercises judgment and responds accordingly. Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor. Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction as requested including editing and reviewing all correspondence and documents for correct grammar, punctuation, and spelling. Maintains and operates office machines, equipment, and computers. Coordinates general maintenance and repair. Maintains inventory of office supplies. Receives, sorts, logs, and routes mail. Attends meetings and takes minutes as requested. Performs other duties as required.

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