DUTIES AND RESPONSIBILTIES (NOT ALL INCLUSIVE) - Performs general office duties including maintaining paper and electronic files and databases; photocopying, sending facsimiles, and preparing outgoing mail
· Composes and prepares routine correspondence · Tracks and maintains files and case/matter management data - Takes and transcribes dictation
· Coordinates and facilitates document production in response to requests · Receives, reads, screens, and logs incoming mail; distributes appropriately and act on routine matters - Receives and screens incoming telephone calls and refers to appropriate staff
- Assembles and disseminates documents and other information
- Prepares and drafts correspondence including letters, memoranda, briefing, presentations, meeting minutes
- Reviews, proofreads, and edits documents for correctness and completeness and to ensure they are grammatically correct and in approved format
- Obtains needed information from files or general reference sources
- Maintains appointment calendar and support travel needs for Legal Counsel including developing itineraries, making reservations and accommodations
- Plans and executes meeting logistics
- Maintains confidential or sensitive information and documents
- Interacts with management, staff, and external parties with whom the Legal Counsel transacts business
- Prepares rough draft or monthly and annual reports
- Performs miscellaneous functions and other related work as required
KNOWLEDGE, SKILLS, AND ABILITIES · Knowledge of the Department’s organizational structure and functioning · Knowledge of the Virgin Islands’ laws, Government regulations, Government organization and functions, policies, regulations and procedures related to the Department · Knowledge of standard office administrative practices and procedures, including the use of standard office equipment · Basic ability to utilize the United States and Virgin Islands legal system resources · Strong skills in using correct English grammar, punctuation, and spelling to communicate thoughts, ideas, and information in writing · Excellent written, verbal, and overall communication skills · Ability to establish and maintain effective working relationships and relate comfortably at all levels with internal staff and external parties · Ability to be proactive in addressing problems and demands and handling unexpected obstacles · Ability to react quickly and positively in a fast-paced environment · Ability to identify, coordinate, and utilize resources needed to complete projects · Ability to work efficiently independently or as part of a team · Ability to sets well-defined and realistic goals and is motivated to achieve · Ability to manages own time and deals with stress effectively · Strong computer skills in Microsoft Office (Word, Outlook, PowerPoint and Excel) and Internet Explorer · Solid organizational and time management skills EDUCATION AND EXPERIENCE · Minimum two years of college-level coursework in business or a related field · Minimum two years of related legal, business, secretarial, clerical, or administrative experience |