Legal Secretary

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Legal Secretary
The candidate will join the Healthcare team. Will maintain Outlook calendars for all assigned attorneys; schedule meetings and events, and respond to inquiries for availability. Work with support staff from many offices on and off campus to schedule multi-attendee meetings; ensure that each party concerned with the meeting is clear as to date, time, location, attendees, and purpose of meeting. Send out meeting reminder notices as needed. Print out meeting agendas and attachments for the attorneys’ meetings. Meet with attorneys individually as needed to discuss projects or scheduling issues. Review and process incoming mail or documents and determine any subsequent actions needed. Identify urgent or time sensitive matters and communicate with assigned attorney as needed. If litigation related, apply specialized knowledge of various court rules related to legal practice subject matter and court filing procedures. Calculate and enter essential case data into the case management system per agency and divisional business rules and in accordance with the AGO’s Critical Events Policy and established office procedures. Update information such as document and litigation and critical dates; uses Outlook calendar program to track and tickle critical dates. Identify and pursue next steps in litigation and adjudicatory process. Assist with case preparation. File court pleadings and correspondence. Update case management system (Law Manager) with case information. As appropriate, prepare pleadings or correspondence for attorney signature. Start new case files for University Risk Management cases, input new case information into Law Manager, file incoming pleadings and correspondence, and perform document reviews and proofreading as needed. Update attorneys’ calendars with critical events and court dates. Review incoming guardianship requests for completeness and accuracy, work with hospital social workers to finalize court submissions, obtain attorney’s approval and work with outside counsel and staff as needed, and input information into Law Manager and tracking logs. Prepare and/or edit pleadings, letters, memos, and any other documents needed for guardianships. Edit and/or update PowerPoint presentations. Answer questions and communicate with the hospital social workers as needed. Draft contracts using AGO template for outside counsel appointed as Special Assistant Attorneys General, issue assignment letters pursuant to the contracts, add executed contracts and assignments to the database and tracking logs. Manage and submit travel authorization requests for assigned attorneys. Submit requests for reimbursements for travel, ensuring that all travel aligns with University, AGO, and state policies. Assist attorneys with opening, organizing, closing, and retrieval of hard copy and electronic files. Serve as back-up legal secretary to other two legal secretaries. Answer receptionist and student questions regarding incoming calls and visitors. Screen calls to attorneys and respond to inquiries for information while maintaining confidentiality per AGO and University policies. Communicating with and supporting attorneys as needed. Assist paralegals as needed. Perform other duties as required including back up support for additional attorneys during periods of workload peak or staff shortage. Proofread and finalize attorney correspondence, memos, or other communications. Participate on interview teams for vacant positions. Support the healthcare team in developing and by complying with procedures related to private health information (PHI) and compliance with HIPAA.

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