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Executive Assistant to Legal Counsel

Legal Counsel (Los Angeles)

Posted

02/28/2020

Expires

06/30/2020

Description

POSITION SUMMARY:

Performs a wide range of administrative duties for the Office of the Legal Counsel of the Archdiocese of Los Angeles.

DUTIES AND RESPONSIBILITIES:

Because all Archdiocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work.

• Oversees and implements administrative aspects of legal department (currently general counsel, four part-time attorneys, one paralegal and another office administrative person, several project administrative personnel and consultants and investigative consultants); coordinates with other senior administrative offices and personnel and with outside counsel (currently approximately 15 different firms).

• Acts as primary personal and telephone contact for schools, parishes and third parties in their dealings with the legal department; responds to queries concerning court or ongoing activities and issues.

• Participates in strategic planning and task allocation for legal department.

• Composes, proofreads and revises correspondence, including letters, reports and memos and other documents

• Coordinates execution of documents (must be or be eligible to be notary).

• Coordinates assignment of investigators to various matters and assists in preparation of reports to law enforcement, district attorney or other related entity

• Oversees ADP time management system and other internal administrative processes in the legal department.

• Assists in preparation of annual financial audit and annual U.S. Catholic Conference of Bishops audit of safe environment efforts and training.

• Performs routine legal and or other fact research.

• Maintains files and coordinates with official Archives.

• Accepts service of process for general civil litigation matters.

• Assists with department budgets, reconciles budget reports and ongoing budget updates.

• Prepares vouchers and authorizes payment of invoices.

• Orders and maintains office supplies; opens, sorts and distributes mail and conducts other general office matters.

• Coordinates and oversees various on and offsite meetings, workshops, and other activities and events, including video and conference calls. Prepares meeting materials, arranges for audio-visual equipment, coordinates catering.

• Monitors General Counsel and Legal department calendars for potential conflicts and to assure proper work coverage of department.

• Coordinates travel arrangements.

• Tracks renewal of Bar and other membership organizations and CLEs.

• Assists in C3 technology project and relationships; oversees involvement in technology and other conferences pilot and other special projects and performs other related duties, as required.

• Assists with special projects, as requested.

Requirements

MINIMUM QUALIFICATIONS:

Education and Experience

Any combination of education and experience likely to provide the required knowledge, skills, and abilities, typically:

• Active member of a Roman Catholic faith community.

• Minimum five years of related administrative experience.

• Legal secretarial or senior administrative background.

• Bilingual (English/Spanish), preferred.

• Notary or eligible to become Notary.

Knowledge, Skills, and Abilities

Knowledge of

• Archdiocesan and Church policies, procedures and organization.

• Legal terminology.

• Legal office procedures and business etiquette.

• Legal research techniques.

• Highly proficient in English usage, grammar, spelling, and punctuation.

• Basic bookkeeping and record keeping methods and procedures.

• Navigator Financial System.

• Facility with Microsoft Office products (Sharepoint, Outlook, Excel, Word, PowerPoint), G-Suite and related software is essential.

Skill in:

• Public contact.

• Report assembling.

• Organization and planning.

• Telephone communications.

• Office technology.

Ability to:

• Maintain a high level of confidentiality.

• Work independently and responsibly with little or no supervision at a high level of responsibility.

• Address a wide variety of sensitive situations, cultural encounters and individual needs and expectations.

• Develop and maintain effective working relationships with senior administrators and all staff.

• Use technology resources and possess keyboarding, computer and spreadsheet skills sufficient to meet needs of job.

• Communicate effectively in written and oral form.

• Occasionally lift up to 20 pounds.

• Sit for sustained periods of time on a daily basis.

• Perform tasks requiring intermittent bending, stooping, and walking.

• Sustain frequent movement of the fingers, wrists, hands, and arms.

Information/Application Contact

Legal Counsel (Los Angeles)

3424 Wilshire Blvd

Los Angeles, Ca 90010

employment@la-archdiocese.org