Legal Secretary - #101095

Under the supervision of the Director, the Legal Secretary is responsible for record and docket-keeping, case-status updating, and the day-to-day operations of the office. The position-holder gathers data and writes materials relevant to the functions of the Office.

Record and Docket-keeping

• Receives records, correspondence, orders, pleadings, resolutions, decisions, notices and other processes
• Inputs information into records and case management databases and calendars
• Prepares required numbers of copies of compliance documents and pleadings, and their annexes, in coordination with handling officers/attorneys, to be filed with government agencies/offices and courts
• Ensures proper and timely filing of compliances and pleadings and motions government agencies/offices and courts and service of copies to relevant parties
• Safeguards and keeps confidential documents/information in the office in an organized manner

Compliance-/Case-status updating

• Confirms compliance/case status with government agencies/offices, courts and handling officers/attorneys
• Monitors implementation of processes requested from government agencies/offices and courts

Research and Writing Assistance and Writing

• Gathers relevant data and materials for the Office
• Assists in preparations and presentation of reports and similar documents
• Drafts materials for education/information/awareness initiatives and campaigns

Office Management Support

• Provides secretarial and administrative support in the day-to-day operations of the Office
• Receives and conveys messages, memoranda and files to the Director and handling officers/attorneys according to content
• Handles and monitors the schedules of the Director and handling officers/attorneys
• Implements and maintains office systems, including schedules, pertinent databases, office supplies/office equipment, and filing systems
• Assists in the drafting and managing of correspondence and other documents

Logistical and Secretarial Support

• Assists in the organization of and preparation for meetings, seminars, workshops, and conferences, including the issuance of reminders and confirmations of events
• Assists in making travel and other logistical arrangements, as may be required
• Delivers and receives documents in a safe, efficient and confidential manner
• Maintains a proper record of proofs of delivery
• Establishes contacts with pertinent staff/officers in government agencies/offices and courts toward achieving faster responses on requests
• Prepares and processes financial documents/matters for endorsement by the Director, such as
  • Budget preparation
  • Orders for checks
  • Requests for cash advances
  • Requests for reimbursed of self-advanced amounts
  • Petty cash vouchers
  • Cash advances
• Monitors the status of the office budget/disbursement of funds
• Keeps financial records and expense accounts of the office
• Prepares liquidations of cash advances and orders for checks

Performs other work-related tasks that may be assigned by the Director and handling officers/attorneys