The Office of the Tribal Attorney seeks an experienced and qualified Legal Administrative Assistant. This position is open to Muckleshoot tribal members only.
MAJOR TASKS AND RESPONSIBILITIES
Provide and coordinate administrative support for the Office of the Tribal Attorney including receptionist duties such as answering and responding to phone calls, answering the doorbell, taking and responding to messages, preparing timesheets and leave forms, preparing conference room before and after meetings, making copies, coffee, etc.
Handle registration arrangements for conferences/trainings/CLE events for the attorneys and paralegals, including all Travel RQ requests in Navigator and following up with vendors to ensure all aspects of the event have been paid for; handle travel arrangements such as scheduling transportation, making hotel reservations, and completing support documentation. Maintain good recordkeeping and filing systems for receipts, invoices, etc.
Ensure that yearly licenses, fees, and memberships for the attorneys and paralegals are calendared and timely processed in advance of their deadlines.
Maintain calendaring, scheduling and administrative tasks in the office’s practice management system; demonstrate a willingness to learn and master new computer systems and software.
Assist the paralegals in maintaining the legal file system including computerized information systems and physical files; conduct file reviews of the primary administrative office files, as well as assist individual attorneys with file reviews and organization of their office files; assist attorneys and paralegals with database searches to locate files.
Assist the paralegals in maintaining and administering a variety of contracts with outside vendors and agencies, including physical files and electronic databases; under supervision, maintain calendaring/tracking system for contract expiration, extension and renewal dates.
Demonstrate proficiency in accounts payable, reconciling accounts, monitoring expenditures, preparing and maintaining budgets, and other accounting skills.
Maintain office supplies, including ordering and placing requisitions for supplies, equipment, and repair or maintenance service calls to keep the office fully functional at all times. Interact with other departments and vendors to place work orders; schedule and supervise work as appropriate.
Process incoming and outgoing mail that may require attaching related correspondence or information being forwarded; maintain log of outgoing mail; select mail to handle personally where the response requires specialized knowledge of the assigned function; identify priority and /or time sensitive matters; and ensure security and confidentiality.
Because of the Tribe’s commitment to community service and the well-being of its members, each employee may be expected to perform a wide range of office and field duties from time to time. Such duties may or may not be related to their regular responsibilities.
EDUCATION - EXPERIENCE AND TRAINING FOR POSITION
Graduation from an accredited two-year college or tribal college program. Work experience may be accepted in lieu of degree.
Four or more years of experience in an office, administration, or related support position.
Additional legal education and training opportunities will be available for this position.
Six or more years of relevant office experience.
SPECIFIC SKILLS/KNOWLEDGE/ABILITIES REQUIRED FOR POSITION
Software Systems – Microsoft Office (Word, Excel, PowerPoint, Outlook), Adobe Acrobat and/or eCopy, and other general software systems.
Confidentiality and Professionalism – Maintain strict confidentiality with respect to all aspects of work related to the Office of the Tribal Attorney. Ability to multi-task activities such as answering the phone, responding to emails and voicemails, greeting visitors, and interacting with legal staff while maintaining professional, calm and supportive demeanor.
Accounts Payable – Must possess solid accounting and mathematics skills.
Willingness to Learn:
Software Systems – PracticeMaster, WordPerfect, Laserfiche, Navigator, and various scanning software.
Complex Filing Systems – Ability to manage and maintain complex databases and filing systems across multiple platforms.
Organization – Must possess high organizational skills, and the ability to assist others with organizational tasks.
Active Listening – Giving full attention to what other people are saying, taking time to understand the points being made, and asking questions as appropriate.
Service Orientation – Actively looking for ways to help people.
Social Perceptiveness – Being aware of others reactions and understanding why they react as they do; sensitivity to the business culture and overall goals of a Tribal organization.
Critical Thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Monitoring – Monitoring/assessing performance of you, other individuals, or organizations to make improvements or take corrective action.
Adaptability – Ability to work independently and adapt to changes in work load demands.
Knowledge of conflict resolution techniques
Be Punctual and Proficient – Many tasks required of this position are time sensitive in nature and must be completed quickly and proficiently.
Maintain Confidentiality – maintain the highest degree of confidentiality in all aspects of job performance.
Communicate Professionally – Communicate information and ideas through spoken and written words so others will understand; communicate in an effective manner while maintaining professionalism; maintain high degree of integrity and confidentiality.
Manual dexterity to operate personal computers and other necessary office equipment.
Able to work in a fast-paced, multi-task environment.
Able to bend, reach, kneel, twist and grip items in assigned work area.