Legal Assistant

Job Code: LGLA - 114
Revision Date: March 14, 2025

Starting Salary: $21.52 hourly; $44,768 annually

FLSA: Exempt

Overview

We are an agency committed to innovative behavioral health services in trauma-informed care that promote healing and recovery to instill a sense of empowerment and foster a lifelong sense of resilience.

General Description

The Legal Assistant acts as the Executive Assistant for the Legal Unit, and also manages specific para-professional functions and administrative support to assist the legal team. Specific projects include Public Information, Board Support, Policy Support, Contract Support, and other legal responsibilities. Work is performed under minimal supervision. Performance evaluation is based upon completion of assignments and results obtained.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary.

• Prepares and assists with the preparation of legal documents, affidavits, legal correspondence and other documents, and organizes and maintains documents in paper or electronic filing system.
• Trains EHN personnel in the contract management system and other legal functions.
• Oversees the day-to-day workflow of the legal department, by prioritizing the use of support staff and facilities, and assists with legal research for attorneys as directed.
• Manages case files, ensuring that summaries are properly prepared and updated, litigation files are properly and securely maintained, and records and documents needed for litigation are collected and organized.
• Uses Odyssey or other Court-based technology to file, serve, receive and track Court filings on behalf of Legal Unit attorneys.
• Manages responses to TPIA requests in coordination with Public Information Officer and custodian of records.
• Supports the CEO Executive Assistant in Board meetings and projects, including taking lead role as Board secretary for assigned committees.
• Manages the contract management process.
• Track and update organization policies.
• Configures contract database and troubleshoots to ensure smooth workflows and functionality.
• Manages access to contract database for EHN staff.
• Ensures proper routing of all matters entered into the contract database, before and after approvals.
• Generates reports from contract database as requested.
• Drafts legal documents including routine pleadings and motions, affidavits, and interrogatories, files motions and pleadings according to judicial procedures.
• Researches and analyzes statutes, regulations, legal articles, judicial decisions, and other legal sources; provides written analysis to attorneys.
• Documents and verifies legal unit expenses.
• Manages the daily operations of information systems.
• Manages equipment, office services, and facilities.
• Manages schedules and appointments including trial dates and hearings, and meetings and travel.
• Maintains a professional and positive work environment by facilitating effective communication and information sharing among professional, paraprofessional, management, and support staff.
• Prepares legal correspondence and documentation.
• Participates in strategic planning process with management to identify and accomplish short- and long-term organizational goals.
• Prepares the organization's legal budget and manages inventory.
• Develops and maintains records for support staff including work records, payroll records, and performance reviews; drafts and distributes reports of records as required.
• Maintains and updates law library or other repository of legal department books, material, and resources.
• Coordinates travel arrangements and reservations for attorneys and support staff.
• Ensures legal department files are maintained and destroyed in compliance with record retention policies and procedures.
• Oversees yearly budget for the department and monitors monthly accounting records; provides related findings to managing attorney.
• Serves as backup for office functions including answering, screening, and directing phone calls; managing mail; and printing or copying documents.
• Performs other related duties as assigned.
• Types, formats, edits, revises, proofreads and prints reports, correspondence, memoranda, contracts, agreements, technical charts, tables and other specialized materials.
• Handles inquiries and requests from the public and other departments; provides general and specialized information regarding assigned functions that require the use of judgment, tact and sensitivity and the interpretation of policies, rules and procedures.
• Skillfully handles complaints and inquiries regarding department functions and responsibilities; researches and responds to requests or refers complaints and requests to other staff when warranted.
• Researches and collects financial, statistical, technical and specialized data from multiple sources for assigned research and special projects.
• Setup and maintain specialized office files, files letters, reports, personnel records and related technical information in the prescribed manner. Assembles information for others' use.
• Prepares and maintains departmental records, correspondence, and reports for meetings, notices, agendas, and other matters; may take and transcribe minutes of meetings.
• Will need to cover the EHN front desk as needed.

Minimum Education and Experience Requirements

Requires a Bachelor degree in Paralegal, Human Resources, Criminal Justice, Business Administration, Finance or related field required, supplemented by six (6) years of progressively responsible experience in a legal department with and one (1) year of supervisory or leadership experience; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.

Required Knowledge and Abilities

• Superior written and verbal communication skills.
• Excellent interpersonal and customer service skills.
• Meticulous and professional.
• Advanced understanding of office management practices including knowledge of accounting procedures and information systems.
• Extensive knowledge of contract principles and procedures.
• Excellent organizational skills and strong analytical and critical thinking skills.
• Excellent administrative and time management skills with a proven ability to meet deadlines.
• Excellent written and professional communication skills to include interaction with board members, elected officials, and members of the community.
• Ability to function well in a high-paced and at times stressful environment.
• Ability to maintain confidentiality, and to exercise discretion and good judgment.
• Ability to organize and prioritize tasks, delegating when appropriate.
• Extremely proficient in Microsoft Office Suite or other similar software program.
• Proficient in Odyssey for Court filings.
• Ability to maintain confidential records.
• Basic understanding of court and administrative proceedings and documentation.
• Thorough understanding of lawsuit summaries, litigation files, and proper maintenance of all legal records.
• Superior proficiency in administrative tasks.
• Ability to work with minimal supervision.

Physical Demands

Performs sedentary work that involves walking or standing some of the time and involves exerting up to fifteen (15) pounds of force on a regular and recurring basis or sustained keyboard operations.

Unavoidable Hazards (Work Environment)

• Involves routine and frequent exposure to:
• Bright/dim light; Dusts and pollen.
• Other extreme hazards not listed above.

Special Certifications and Licenses

• Must possess and maintain a valid state Driver's License with an acceptable driving record.
• Must be able to pass a TB, criminal background and drug screen.

Americans with Disabilities Act (ADA) Compliance

Emergence Health Network is an Equal Opportunity Employer. ADA requires Emergence Health Network to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

Other Job Characteristics

• Staffing requirements, including criteria that staff have diverse disciplinary backgrounds, have necessary State required license and accreditation, and are culturally and linguistically trained to serve the needs of the clinic's patient population.
• Credentialed, certified, and licensed professionals with adequate training in person-centered, family centered, trauma informed, culturally-competent and recovery-oriented care.
• Responsible for adhering to the EHN common purpose and service framework to continuously provide exceptional care to all constituents.

Note: This Class Description does not constitute an employment agreement between the Emergence Health Network and an employee and is subject to change by the Emergence Health Network as its needs change.