Legal Secretary - #101095

Ateneo De Manila University

Date: 2 weeks ago
City: Quezon City, Metro Manila
Contract type: Full time

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

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