What are the responsibilities and job description for the Legal Department Assistant position at Newark Housing Authority?
SUMMARY
This position supports the Chief Legal Officer, Legal Department staff, Risk Management staff, other agency personnel and outside professionals as needed, by performing clerical work involved in preparing and processing invoices, charts and lists which require a specialized knowledge of risk management terminology, processes and procedures. As needed, position assists with related work.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.
• Supports, in position’s capacity, all Authority operating departments.
• Reviews Legal Department and Risk Management Division documents for correct form and timeliness, annotating files and status records to reflect receipt of such documents and due date for response or other actions, as needed.
• Updates calendars and tickler systems, coordinating scheduled events of Legal Department and Risk Management personnel with other agency staff, and outside professionals. others with the clerk of the court.
• Reminds attorneys and/or other staff members of court appearances and deadlines for submitting actions or documents.
• Sets up appointments as needed.
• Establishes, maintains, and closes out case files, annotating indices and status records, compiling workload and status reports, and locating and abstracting data from files and records.
• Prepares list of scheduled hearings.
• Prepares and mails needed information and documents.
• Types correspondence and various forms.
• Composes letters.
• Assists the Chief Legal Officer in the development of collective bargaining agreement terms and proposals and types, edits and reviews recommendations on the viability of proposals. Types, edits and reviews final terms prior to ratification and sign off.
• Supports all Legal department activities and serves as back-up for other department staff as needed.
• Performs other related duties as assigned.
BEHAVIORAL COMPETENCIES
To perform the job successfully, an individual should demonstrate the following competencies:
Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; and persists despite obstacles and opposition.
Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind; and recognizes working colleagues as customers.
Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing; demonstrates attention to, and conveys understanding of, the comments and questions of others; and listens effectively.
Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; and does fair share of work.
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.
Job Competencies
• Demonstrated knowledge of and ability to work within the legal system, including administrative and court procedures.
• Skill in the application of legal research methods and techniques, data collection and analysis in order to identify critical elements and issues.
• Knowledge of legal terminology and syntax, and of the content, organization and format of drafts of contracts, briefs, motions, affidavits and other legal documents and correspondence.
• Knowledge of office practices, procedures, machines and equipment.
• Experience preparing reports, summaries and presentations incorporating findings and conclusions.
• Experience applying records management processes and procedures.
Education and/or Experience
High school diploma or equivalent, and at least two (2) years of experience in the preparation and processing of legal documents such as subpoenas, writs, notices of motion, warrants, court orders, consent agreements, foreclosures, affidavits, etc. Successful completion of a clerical training program with a minimum of 700 classroom training hours or 30 semester hour credits in secretarial science from an accredited college or university may be substituted for one (1) year of the experience indicated above. Course work must include typing skills, methods, and procedures; other courses may include, but not be limited to, office procedures, word processing, and business English.
Language Skills
Ability to read and interpret legal documents. Ability to write routine reports and correspondence that are error free. Ability to speak effectively before customers or employees of the organization. Ability to effectively coordinate with multiple personnel and departments.
Mathematical Skills
Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance.
Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. To perform this job successfully, an individual should have good analytical skills and be able to solve routine problems.
Computer Skills
To perform this job successfully, an individual should have strong computer skills (MS Word, MS Excel, MS PowerPoint and MS Outlook). Will need to learn other computer software programs as required by assigned position.
Other Skills and Abilities
Should be familiar with general legal terminology and processes. Must have excellent organizational skills and the ability to handle and effectively manage multiple projects, responsibilities, and deadlines.
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 frequently required to sit and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 15 pounds.
WORK ENVIRONMENT
The work environment characteristics described here are representative of 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.
Office environment, moderate noise level.
