Executive Legal Assistant

Job Summary Drafts, edits and coordinates Board of Trustees Resolutions for the Sewer District. Reviews all Board and Committee meeting transcripts and creates meeting minutes. Serves as a liaison for the Legal Department, providing high-level legal and administrative support, handling information requests, coordinating meetings and conference calls. Prepares correspondence, legal memos and/or pleadings. Verifies and processes legal invoices. Maintains an appropriate level of confidentiality. Performs other duties of a similar nature as may be required.

Essential Functions Board and Committee Responsibilities

• Drafts, edits and coordinates Sewer District Resolutions. Coordinates finalization upon adoption and distributes to appropriate staff.
• Reviews Board of Trustees and Committee meeting transcripts and recordings to independently draft into meeting minutes. Finalizes and distributes meeting minutes.
• Coordinates requests for a court reporter to be present at public meetings.
• Utilizes the document management system to maintain legal records and supports the department’s use of the document management system.
• Maintains Board appointment schedules and ensures that department staff provides timely reminders to appointing authorities.
• Drafts public meeting notices and ensures procedures are met to achieve timely publication.

Legal Administrative Responsibilities

• Represents the Legal Department when communicating with internal staff and external stakeholders regarding invoice issues and other related concerns.
• Assists management in developing and improving department processes and procedures.
• Creates, reviews and summarizes reports and documents and prepares background documents.
• Verifies and processes payment for department invoices, including outside counsel invoices. Maintains all electronic invoice files.
• Maintains record of outside counsel expenditures and prepares bi-annual summary for the Chief Legal Officer.
• Processes check requests for payment on real estate transactions and assists Watershed Programs with property-related invoices and payments.
• Enters contract information and related data into internal document management system and routes for signature as appropriate.
• Organizes and maintains files including historical archives from computer files.
• Performs administrative services including organizing and maintaining office supply inventory, distributing mail and filing, greeting, coordinating, and directing Legal Department guests.
• Works with staff to arrange for the delivery of legal documents and correspondence.
• Receives and screens communications for the department and determines messages that require priority attention.
• Coordinates and maintains legal appointment schedules, activities, and calendars while assisting with mailers, meetings, tours, events support and other needed department coordination.
• Coordinates legal travel arrangements and expense reimbursements in conjunction with the Finance Department.
• Coordinates registrations for Department attorneys Continuing Legal Education (CLE) seminars and conference attendance.
• Provides backup support to legal team members as necessary in their absence.

Special Projects

• Facilitates and coordinates efforts for special projects as assigned by management at the request of the department.
• Identifies and communicates capacity for assigned projects to management and communicates conflicts with other high priority responsibilities.
• Performs other duties of a similar nature as may be required.

Minimum Job Requirements EDUCATION

• Candidate must possess a bachelor’s degree preferably in Legal Studies, Communications, Business Administration or a closely related field.
• Equivalent combination of relevant education and experience may be substituted as outlined in the Education Equivalencies Policy.

Experience

• Candidate must possess five (5) years of administrative experience; experience must include at least two (2) years in a legal environment.
• Experience working in or representing the public/government sector preferred.

Other Requirements KNOWLEDGE, SKILLS AND ABILITIES

• Candidate must be able to maintain appropriate level of confidentiality, only disclosing confidential information if expressly authorized or specifically required in the course of performing job functions and responsibilities.
• Candidate must possess effective written and verbal commu…