Intermediate Legal Secretary

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Intermediate Legal Secretary
The candidate: Assists the attorneys with document preparation and filing of court documents, and facilitating correct service of process. Maintains the office calendar including all court appearances and other events. Opens new case files. Prepares the proper paperwork to be submitted to the prosecuting official’s office in order to secure police reports and other discovery materials in a timely fashion for criminal cases. Closes case files, corresponding with clients regarding this closure, and filing the cases for storage or annual imaging. Assists former clients who request information from their file, by obtaining that file from Web Now and providing them with the requested information pursuant to the attorney’s direction. Answers the phone and routes calls as necessary. Determines if the student is currently enrolled and eligible for the service. Makes appointments for intake meetings with an attorney. If they cannot use this service, the Legal Secretary may provide other resources they may contact for help. Assist individuals with the notarization of documents and maintain the notary log, as needed. Maintain the client account ledgers, make bank deposits, and prepare checks as needed for litigation and settlement purposes. Prepare a monthly report listing all receipts by clients and disbursements from those accounts. Reconcile the Chase IOLTA client account statements on a monthly basis. Prepare and file Unclaimed Property statements with the State of Michigan for unclaimed client account balances. Manage the purchase of supplies, equipment, and services for the department using the appropriate U-M procurement method. Prepare and process department financial transactions such as invoices, PeoplePay or Purchase Orders as needed. Create expense reports as part of the Purchasing Card (pcard) reconciliation and expense reimbursement process in the Concur System for all staff. Monitor, control, and verify departmental revenue and expenses against source documentation. Manage departmental financial data for department budget planning and periodic reporting purposes. Assist Director with initial and final reviews of annual budgets. Promote responsible use of resources within the department. Ensure department compliance with U-M financial management policies and procedures. Communicate changes in process to all staff. Represent department as Key Administrative liaison. Serve as departmental liaison to Student Life Budget and Finance. Support departmental human resources activities – prepare forms and coordinate routine activities with Student Life Human Resources including recruitment, hiring, changes in salary and funding source of full-time, temporary employees and students. Provide administrative support for recruitment activities including scheduling and communications. Coordinate onboarding of new department staff, including scheduling; arranging space, equipment and system access as needed; and training on departmental policies, procedures, and general office systems. Manage employee exit processes as defined by the checklist. Maintain office personnel files for all staff members. Develop and review departmental policies and procedures related to business functions. Manage and coordinate department requests for facilities installations, repairs, moves, and cleaning. Identify and report office equipment requiring replacement and research new equipment options. Coordinate use of facilities, services and equipment among staff of the department. Serve as liaison to U-M Technology Services, U-M phone services and building manager. Prepare annual space survey, when required. Supervise any student volunteers and summer clerical assistants and manage their performance to ensure that they provide the services and service levels needed. Prepare forms required for continuing legal education seminars. Coordinate travel arrangements for all staff, as needed. Maintain general information about the department internally. Maintain office Library. Assist in the preparation of presentations, general communication and reports. Work on special projects as assigned by the director. Manage the general administrative needs of the department. Handle communications, information and data with sensitivity and confidentiality. All other duties as assigned. Must have an Associate’s Degree. Should have 2+ years of progressive Administrative experience. Bachelor’s degree is essential. MPathways Experience is essential. Should have 1-2 years of Accounting experience and 1-2 years prior experience in a law office. Must have 2+ years of Budget and Bookkeeping experience.

Application deadline: 4/06/2018.

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