Legal Secretary 2

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Legal Secretary 2
Duties: Functions as the principal legal assistant to the Assistant Attorney Generals on the General Practice Team. Will typically include: Handling sensitive and timely internal, AGO-related and client-related communications. Reviewing work of clerical staff to assuring that input/output is in conformance with rules, law, policy and standards. Explaining, interpreting and carrying out complex rules, policies and operating procedures. Scheduling meetings and hearings and preparing daily and weekly schedules. Drafting standard pleadings. Completing case entry into litigation databases, and assisting attorneys with investigation summaries and case summaries. Conducting basic legal research. Organizing and preparing notebooks, pleadings and exhibits to be used at hearings. Drafting, formatting, proofreading, and finalizing drafts of pleadings and documents for attorneys’ signatures and transmitting final copy via mail, certified mail, e-mail, facsimile, legal messenger, and electronic filing with federal and state courts. Correcting punctuation and numbering errors, proofreading for clarity and suggest changes, revise for consistency of content, and add standard elements if missing. Receive incoming lawsuits and identify irregularities in the pleadings or the service process for the attorneys. This requires knowledge of court clerk rules and office practices.Create and maintain complex and unique legal case files and research files according to attorneys’ preferences. Organize attorney reference files and filing systems. Initiate legal case entries into the AGO database (case status and docketing system) and maintain and close entries as cases progress. Contact clients, courts, administrative offices, opposing, and co-counsel to obtain necessary documents required to initiate, maintain, and close case files. Periodically review case files and inform attorneys of status and make recommendations for updating and closure. Act as point of contact between attorneys and members of the campus community, opposing and co-counsel, court or administrative hearing personnel, the public, and other interested parties, to facilitate the completion of advice and case-related tasks and processes. Within established guidelines, respond to requests for information and for copies of documents, statutes, and cases, and answer general questions regarding legal matters and status of cases and other matters. Evaluate incoming calls and provide assistance to clients, co-counsel, law firms, and court personnel when the attorneys aren't available or are on vacation, and identify the appropriate person to assist them. Schedule complex in-person and telephonic meetings with high profile clients who have difficult schedules, and with opposing and co-counsel, mediators, court reporters, and members of the University community. Identify and reserve various conference rooms around campus, determine suitability of venue, and schedule conference lines as needed. Continually review attorneys’ calendars bringing any conflicts to their attention, make recommendations to resolve them, and correct the entries. Provide support to attorneys in preparing for meetings, such as assembling materials, preparing presentations, and arranging AV equipment. Advise attorneys of upcoming deadlines and hearing commitments needing their attention. Other duties: --Assist paralegals and attorneys with producing and/or reviewing/redacting documents in response to records requests, transferring agency records to the court, preparing responsive pleadings, organizing and transferring complex files to outside counsel and tracking their return to the office. --Assist attorneys in managing email, as requested, printing selected emails and attachments and organizing and indexing them in case files. --Direct activities of student assistants and assist in their training. Assist with training new employees in office operations. Assist attorneys with various software applications and other computer questions, as needed. --Screen incoming mail calling attention to items requiring immediate attention. Proofread attorney drafts and check for accuracy. Use knowledge of correct format for legal citations. Perform legal research using online and published research tools. Research court rules as necessary for new venue filing rules and pleading formats. Review and prioritize incoming mail for all assigned attorneys. As requested, or when the paralegals and Administrator are unavailable, act as backup reader to ensure that critical event deadlines are entered on the office Critical Events Calendar and to ensure such event deadlines are met. Scan or copy letters, client documents, legal papers and other information for files, email attachments, mailing and general attorney use, delegate to clerical staff as appropriate. Provide backup services to receptionist in the absence of student assistants; answer main office telephone, distribute mail, and greet guests.

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