Job Description

Description

Legal Administrative Assistant Organization Secretary of the Senate Department Senate Chief Counsel for Employment SALARY RANGE: SEC-7: $74303-$115170 FEDERAL RELAY SERVICE: Speech/Hearing impaired persons may contact the Federal Relay Service at 1-800-877-8339 TTY TELEWORK: This position is not eligible for regular telework. FLSA STATUS: Non-Exempt DEADLINE FOR APPLICATIONS: Open until filled JOB DESCRIPTION: 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. Veteran's Preference: Hiring for this position will be governed by the Veterans Employment Opportunity Act of 1998 (“VEOA”), as made applicable by the Congressional Accountability Act of 1995. Pursuant to the VEOA, qualified applicants who are not current employees of the Office of the Secretary of the Senate and who are disabled or who have served on active duty in the Armed Forces during certain specified time periods or in certain military designated campaigns (“veterans”) may be eligible to receive a preference over non-veterans in hiring decisions. Family members of veterans may also be eligible to receive a veterans’ preference if the veteran cannot claim his or her veterans’ preference. To be eligible for a veterans’ preference, applicants must meet all of the requirements set forth in the VEOA and applicable regulations. Those eligibility requirements are summarized in the Application for Veterans’ Preference, which may be obtained by visiting: https://www.senate.gov/employment/resources/pdf/SOS_VeteransPreference.pdf If claiming a veterans’ preference, an applicant must indicate that he/she is preference eligible on the application or resume and must submit a completed copy of the Application for Veterans’ Preference along with the supporting documentation specified on that form. If the Office of the Secretary of the Senate does not receive the Application for Veterans’ Preference and supporting documentation by the closing date, the applicant’s claim for a veterans’ preference may be denied. Applicants may obtain a copy of the Office’s Veterans’ Preference in Appointments policy by submitting a written request to resumes@sec.senate.gov. Individuals who are entitled to a veterans’ preference are invited to self-identify voluntarily. This information is intended solely for use in connection with the Office of the Secretary of the Senate’s obligations and efforts to provide veterans’ preference to preference-eligible applicants in accordance with the VEOA. An applicant’s status as a disabled veteran and any information regarding an applicant’s disability, including the applicant’s medical condition and history, will be kept confidential and will be collected, maintained and used in accordance with the Americans with Disabilities Act of 1990, as made applicable by section 102(a)(3) of the CAA, 2 U.S.C. §1302(a)(3). An applicant who declines to self-identify as a disabled veteran and/or to provide information and documentation regarding his/her disabled veteran’s status will not be subjected to an adverse employment action, but the individual may be ruled ineligible for a veterans’ preference.