Legal Administrative Assistant - UNITED STATES SENATE : Job Details

Legal Administrative Assistant OrganizationSecretary of the SenateDepartmentSenate Chief Counsel for EmploymentSALARY RANGE: SEC-7: $74303-$115170 FEDERAL RELAY SERVICE: Speech/Hearing impaired persons may contact the Federal Relay Service at1-800-###-#### TTY TELEWORK: This position is not eligible for regular telework. FLSA STATUS: Non-Exempt DEADLINE FORAPPLICATIONS: Open until filled JOB DESCRIPTION: NATURE OF WORKThis 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 FUNCTIONSType, 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 andattorneys 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 DEMANDSAND WORKING ENVIRONMENTWork 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 QUALIFICATIONSWork 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 knowledgeof Microsoft Office Suite. Strongquantitative skills and knowledge of business English, spelling, and grammar.Knowledge ofcourt/legal processes and procedures, including electronic filing procedures.Basic knowledge ofthe Senate as an institution, and Senate procedures and organization preferred,with a desire and willingness to learn more about the history and operation ofthe Senate.Skill inorganizing and maintaining schedules and files.Abilityto handle multiple phone lines.Excellentcommunication, interpersonal, and follow-through skills.Excellent timemanagement skills and keen ability to prioritize and manage multipleresponsibilities.Ability toaccurately organize, file, proofread, and maintain records.Ability to handleconfidential matters and information with discretion.Ability to use typicaloffice equipment, computers, and relevant software programs.Ability to workwell independently and as a part of a team. Ability to dealwith others using tact and diplomacy.Ability to create andmaintain confidential records and reports with a high degree of accuracy.Abilityto work extended and unscheduled hours as dictated by caseload and filingdeadlines.LICENSES,CERTIFICATIONS, AND OTHER REQUIREMENTSNone.Veteran'sPreference: Hiring for this position will be governed by the Veterans EmploymentOpportunity Act of 1998 ( VEOA ), as made applicable by the CongressionalAccountability Act of 1995. Pursuant to the VEOA, qualified applicants who arenot current employees of the Office of the Secretary of the Senate and who aredisabled or who have served on active duty in the Armed Forces during certainspecified 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 therequirements set forth in the VEOA and applicable regulations. Thoseeligibility requirements are summarized in the Application for Veterans'Preference, which may be obtained by visiting: If claiming a veterans' preference, an applicant must indicate that he/she ispreference eligible on the application or resume and must submit a completedcopy of the Application for Veterans' Preference along with the supportingdocumentation specified on that form. If the Office of the Secretary of theSenate does not receive the Application for Veterans' Preference and supportingdocumentation 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 inAppointments policy by submitting a written request to [email protected]. Individuals who are entitled to a veterans' preference are invited toself-identify voluntarily. This information is intended solely for use inconnection with the Office of the Secretary of the Senate's obligations andefforts to provide veterans' preference to preference-eligible applicants inaccordance with the VEOA. An applicant's status as a disabled veteran and anyinformation regarding an applicant's disability, including the applicant'smedical condition and history, will be kept confidential and will be collected,maintained and used in accordance with the Americans with Disabilities Act of1990, 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 toprovide information and documentation regarding his/her disabled veteran'sstatus will not be subjected to an adverse employment action, but theindividual may be ruled ineligible for a veterans' preference.