Legal Assistant – Contracts & Administration
Caliber Financial Services See More Job Openings by This Employer
Job Description
Job Title: Legal Assistant – Contracts & Administration
Department: Legal
Position location: This role is required to be in the office in Overland Park, KS on Tue and Wed on a weekly basis
Summary:
The Legal Assistant – Contracts & Administration provides administrative and operational support to the Legal Department with a focus on contract management, litigation tracking, and departmental organization. This position is responsible for entering and maintaining contracts within the contract management system, ensuring data accuracy, monitoring renewals, and coordinating with internal departments. The role also supports litigation tracking, PACER searches, assists with process documentation, manages department calendars and expenses, and ensures compliance with required training and licensing obligations. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while maintaining confidentiality and supporting the department’s overall efficiency.
Essential Duties and Responsibilities:
Contract management:
- Entry of new contracts, renewals, and related documents in a contract management system; manage tasks/workflows to ensure the contract is moving forward timely from intake through finalization and execution
- Manage contract management system issues and submit and track tickets as needed to ensure issues are timely resolved, and the system is working as intended
- Assisting in reviewing contracts and related documents to ensure Tribal entity, Notice Address, vendor legal name, and address for accuracy and completeness as directed by supervisor and/or attorneys
- Advise and coordinate with other departments on contract renewals and expirations
- Enter new vendor information, contracts, and related documents into a vendor management tool accurately and timely
Litigation:
- Maintain and update the litigation tracker as needed to ensure the accuracy of information, case status, and deadlines
- Gather and organize customer and other information as needed in support of any litigation holds
Administrative:
- Serve as point of contact for required Company web-based training requirements including monitoring due dates and reporting
- Maintain a monthly Board calendar capturing due dates and tasks
- Manage expense reporting and credit card reconciliation for the legal department
- Assist with the creation and documentation of department processes and procedures at the direction of supervisor
- Schedule meetings, manage bar licenses and CLE requirements, register team members for CLEs and conferences, coordinate travel arrangements, and other duties as assigned
Competencies - To perform the job successfully, an individual should demonstrate the following competencies:
- Analytical - Collects and researches data; Designs and documents workflows and procedures.
- Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations; Uses reason even when dealing with emotional topics.
- Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains strict confidentiality of client/customer information and attorney-client privilege; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
- Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings as required.
- Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Able to read and interpret written information. Able to complete legal documents, license applications, and other documents in an accurate fashion.
- Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethics; Upholds organizational values.
- Organizational Support - Highly organized with attention to detail necessary for tracking multiple ongoing tasks; Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values.
Supervisory Responsibilities
This job has no supervisory responsibilities.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
Bachelor's degree (B. A.) from four-year college or university; or two to five years related experience and/or training; or equivalent combination of education and experience. Experience in the consumer financial services industry preferred.
Language Skills
Ability to read, analyze, and interpret general business periodicals, legal periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Reasoning Ability
Ability to solve practical problems and deal with various concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Computer Skills
Proficiently utilizing computer skills including but not limited to Microsoft Excel, Word, and Outlook.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to talk or hear. The employee is occasionally required to stand and walk. Specific vision abilities required by this job include close vision and color vision.
Work Environment
The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
This is a hybrid position. Candidates MUST reside in the Kansas City Metro area in order to be considered. No exceptions. This role is required to be in the office on Tue and Wed on a weekly basis.
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