Administrative Assistant, Legal

Job Description
General Summary
Under general supervision, provides a variety of administrative legal support services to Medical System attorneys. Performs legal secretarial duties.
Principal Responsibilities and Tasks
The following statements are intended to describe the general nature and level of work being performed by the individuals assigned to this classification. These are not to be construed as an exhaustive list of all job duties performed by personnel so classified.
Acts as liaison between attorneys and clients/employees/customers including third parties. Triages and responds to telephone and in-person confidential legal inquiries. Answers Legal Department mainline and attorneys’ phones;
screens calls, takes messages and provides information promptly, courteously and accurately.
Prioritizes distribution of requests and information internally and externally provided relative to requests for legal advice/questions, due diligence, audits, subpoenas, and litigation discovery;
drafts written responses [email or letter] using information provided by the attorney.
Perform office administrative functions, including filing, printing, copying, scanning, collating, managing/ordering supplies, addressing attorney and staff needs, maintaining/updating legal library and other general organizational responsibilities to support a high-functioning legal office.
Prepares purchase orders, organizes approvals, processes and tracks invoices for legal services for payment. Tracks department budget and prepares reports to financial reporting. Compiles statistics from various reports as requested, examines and verifies completeness, propriety, adequacy and accuracy of computation.
Composes professional correspondence, memos, and reports. Proofreads and corrects prepared materials for correct grammar, spelling, punctuation, format, syntax, and content.
Coordinates scheduling meetings internally and externally including with large groups of attendees, itineraries, makes travel and lodging arrangements, prepares travel advances and related expense reports for attorneys. Prepares meeting agendas, sends out notices of meetings, and records meeting minutes.
Coordinates and tracks workflow, schedules, and projects, committee decisions to ensure paperwork is complete and appropriate and any necessary follow-up activities are completed in a timely manner.
Ensures operation of equipment by conducting preventative maintenance requirements;
calling for repairs;
developing and maintaining equipment inventories;
evaluating new equipment needs;
procuring approved equipment.
Maintains supplies inventory by routinely checking stock to determine inventory levels;
anticipating need to order supplies;
placing orders for supplies;
verifying receipt of supplies ordered.
Receive, sort and distribute mail.
Works collaboratively with attorneys, support staff and business partners to perform the above job functions.