What are the responsibilities and job description for the Legal Department Assistant position at UNS Energy Corporation?
Position Description
We are currently seeking a talented individual for the position of Legal Department Assistant l or ll in our Legal Services department to assist us in providing exceptional services and solutions to our clients. This position will provide direct administrative support to our in-house team of about 20 legal and compliance professionals in a fast-paced environment and plays a crucial role in supporting the Legal Services team by managing administrative tasks and ensuring smooth operations. The ideal candidate will be proficient in Microsoft Word and Excel, with a strong understanding of proper handling of highly confidential and sensitive information.
A resume and cover letter detailing your qualifications and explaining your interest in this position are required to be considered for this position.
Qualifications:
- Proven experience as an administrative assistant or in a similar role, preferably within a legal department.
- Proficiency in Microsoft Word and Excel.
- Experience in developing and managing budgets and invoice payments.
- Strong understanding of managing confidential information.
- Excellent organizational and time-management skills.
- Attention to detail and accuracy; commitment to quality.
- Strong communication and interpersonal skills.
- High level of professionalism and discretion.
- Strong analytical ability.
- Adept at working in a fast-paced environment and under deadlines.
- Ability to follow detailed instructions.
- Self-motivated with the ability to work independently, positively, and as a cooperative and collaborative team player with attorneys, staff members and colleagues at all levels within the department and across the organization.
- Strong work ethic and professional demeanor.
Location: The successful candidate will work at our headquarters in downtown Tucson a minimum of three (3) days a week and as needed to support the department with some remote work flexibility. When working remotely, the requirement is be on video for all meetings.
Key Responsibilities:
- Collaborate across various Company departments and provide exceptional customer service to internal and external clients.
- Be a strong self-starter with the ability to work with multiple attorneys and support staff simultaneously.
- Perform duties independently and under minimal supervision.
- Contribute to and maintain a positive, respectful and inclusive environment.
- Perform record keeping and filing functions, order and manage supplies, answer and direct phone calls, manage mail, and a variety of other administrative tasks.
- Draft, edit and prepare documents, correspondence, memos, letters, presentations and department reports.
- Develop and maintain complex spreadsheets, databases and reports using MS Excel.
- Develop and administer the department's annual budget, including monthly, quarterly and yearly projections.
- Assist attorneys in managing outside counsel engagements and third-party service provider retention, including purchase orders, invoice review, managing accruals, tracking and payment.
- Reconcile corporate credit card statements and assist with registration for, and payment of, dues and subscriptions.
- Coordinate appointments, calendars, seminars, and business travel; set up meetings and video conferences; schedule conference rooms and coordinate and/or set-up meals for meetings when applicable.
- Utilize matter management, budgeting, records retention and other software programs.
- Assist with compliance filings; drafting and updating policies and procedures; and assist and manage special projects.
- Onboarding new team members.
- Use independent judgement to plan, prioritize, and organize a diversified workload to maintain focus on long-term goals while managing daily responsibilities.
Knowledge, Skills & Abilities: (Equivalent combination of education and experience will be considered.)
Department Assistant l Minimum Qualifications:
High school diploma or GED.
Two or more years previous administrative experience in a professional business environment.
Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software.
Department Assistant ll Minimum Qualifications:
Minimum qualifications of Level I.
Bachelors Degree and at least four years’ previous administrative experience in a professional business environment or equivalent combination of education and experience. Equivalent combination of education and experience will be considered.