Legal Assistant

The Legal Administrative Assistant in the legal department provides vital administrative and clerical support to the department’s legal team, ensuring smooth and efficient operations. Responsibilities include managing legal documentation, assisting with the agency's risk management portfolio, and coordinating internal and external communications. The role also involves scheduling meetings, tracking deadlines, and supporting attorneys with various administrative tasks.

POSITION SPECIFIC DUTIES & RESPONSIBILITIES:

General Legal Support:
• Daily monitoring of the legal request email system and complete any follow up actions needed on emails as directed by the General Counsel.
• Proofread, format, and finalize documents as directed for final approval and signature.
• Affix the signature of the CALO or CEO on contracts and grants as approved by the General Counsel.
• Organize all departmental meetings.
• Request and file Certificates of Insurance as directed.
• Under the direction of the General Counsel, upload documents and maintain the Legal and Safety & Security microsites.
• Manage supply ordering, code receipts and bills.
• Plan team bonding events and activities.

Risk Management Support:
• Schedule, Organize, and Prepare all Safety Officer meetings. This includes reserving the rooms at each location, sending out the invites to proper parties, schedule the catered lunch, prepare the presentation under the guidance of the Director of Risk Management, prepare all handouts for safety officers, and take attendance of officers present.
• Create and maintain the safety officer binders under the guidance of the Director of Risk Management.
• Assist the General Counsel in preparing Risk Council and PEQAR meeting agendas, minutes, and other documents.
• Send out weekly reminders to “Sign Your Past Due Incidents”.
• Schedule meetings for and send out documentation related to incident reviews.

Departmental/Administrative Support:
• Schedule appointments and assist with members of the legal department with coordination of their calendars.
• Perform related data entry tasks and database managements tasks.
• Track and assist with special projects as assigned.
• Perform general administrative duties i.e. answering correspondence and taking telephone calls.
• Assist legal department team members with preparation for presentations and trainings, including PowerPoints or other documentation.
• Other duties as assigned.

QUALIFICATIONS

EDUCATION:

• Must be a high school graduate or have HS equivalent
• Bachelor's degree preferred

EXPERIENCE:

• Five years’ experience in administrative support work and office management or an equivalent combination of education and experience.
• Legal, compliance, and policies/procedures experience preferred.

PERFORMANCE COMPETENCIES:

• General Legal and Risk Management Support
• Essential Behaviors
• Departmental/Administrative Support

KNOWLEDGE/SKILLS/ABILITIES:

• Must have advanced experience with Microsoft office products.
• Must be highly organized, accurate and detailed-oriented.
• Possess excellent verbal and interpersonal skills, strong computer skills, strong writing skills, problem resolution skills.
• Ability to work with difficult people and strong customer services skills.
• Ability to manage and prioritize multiple tasks, projects and programs.
• Must have ability to work in a team environment.

CERTIFICATIONS/LICENSES:

• Must possess a valid Driver License and satisfactory driving record and use personal automobile to travel to locations other than primary office. Proof of automobile insurance required.

OTHER INFORMATION

SAFETY SENSITIVE JOB CLASSIFICATION:

This job is classified as a “safety-sensitive” position as defined by the Oklahoma Medical Marijuana and Patient Protection Act. Due to the “safety-sensitive” classification, an employee in this position would be subject to drug and alcohol testing, including random testing. Marijuana is one of the substances included in the drug panel screening. Possession of a medical marijuana license will not excuse you from the testing process or the consequences of testing positive for marijuana per the Family & Children’s Services Drug Free Workplace Policy, including possible revocation of a job offer or dismissal from employment.