Executive Legal Secretary

Profile

-Executive Legal Secretary
The candidate reports to: Program Manager. Will have critical support to the OGC and its government and contracting staff. Subpoenas and Requests for Records: incoming request, check for previous case(s), verify/search social security number in Defense Enrollment and Eligibility Reporting System (“DEERS”), build LEAP case, assign action officers, scan and upload incoming documents, and duplicate Third Party Liabilities to Claims Collection. Outgoing request: proofread/verify attorney responses and e-mail Release of Records memo to Privacy and Civil Liberties office (as appropriate), print letter and envelope, and mail. Document Legal Efficiency Automation Platform (“LEAP”) case, upload outgoing documents, and complete task to close case. Correlate with law firms, record retrieval companies, regional contractors, and other government agencies. Travel: create, coordinate, review, modify, and monitor travel authorizations and payment vouchers in the Defense Travel System. Assist staff with Mission Essential Travel Authorization forms and problem arrangements. Timecards: prepare and submit time entries in ATAAPS for staff out of the office on leave, military duty, or special assignment; monitor/verify status of staff entries and supervisors’ approval within deadlines bi-weekly; keep supervisors advised of actions pending; work with staff to clear all warning flags. Maintain personal timecard daily. Recordkeeping: track all tasks, deliverables, projects, training, and additional duties for Telework Summary reports and KBR Monthly Progress Reports. Prepare and submit reports. Reception/Phone Coverage: answer incoming calls, assist caller, write and deliver messages, route to voice mail or escort call to proper person. Greet, assist, and escort visitors to the Office of General Counsel. Assist Government and Contractor Staff: file, proof, scan, copy, print, label, index, mail, FedEx, and/or create binders for documents. Monitor, order, and stock office supplies. Train and assist with office equipment; submit and monitor repair tickets if necessary. Coordinate office training and team-building events. Process or distribute mail. Scheduling- create, maintain, and utilize calendars for scheduling teleconference lines and OGC workroom. Schedule conference rooms within Aurora facility using shared room calendars or coordinating with Support Services for controlled conference rooms. Assist Deputy General Counsel (DGC) and staff in scheduling meetings in Outlook. Reimbursement for Professional Credentials: provide blank and review completed forms required, obtain DGC approval, prepare and e-mail packet to DHHQ, and create folder and file submitted documents. Final Decisions: incoming - receive, prepare, assign, build LEAP case, and distribute Final Decision binders to assigned attorney. Completed by attorney - proofread, prepare packet, upload documents, and e-mail to DHHQ. Returned signed from DHHQ - Prepare and upload Final Decision documents and return to Appeals and Hearings. Law Library: log receipt of library materials, route publications, organize, and monitor library contents. Maintain schedule, order, and stock publications and new editions. Correlate with budgeting staff for funding. Professional Conferences: coordinate attendees, registrations, tickets, travel, and distribution for annual Nash & Cibinic Roundtable and Government Contracts Year in Review Conference for Aurora and Falls Church attorneys. Other duties as assigned.

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