ESSENTIAL FUNCTIONS

• 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 Archdiocese offices.

• Accepts service of process for general civil litigation matters and participates as requested in responses to summons and subpoenas for counsel and other entities.
• 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.

MINIMUM QUALIFICATIONS

Education and Experience

• 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

• 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.