Legal Administrator (Two Positions Available - one permanent, one 14-month term)

The National Police Federation

2d • Remote

About The Position

Under the direction of the Legal Administrator Supervisor, Legal Services, the Legal Administrator provides administrative support to the Legal Services team in order to maximize the efficiency and quality of services provided by the department.

Requirements

• College diploma or certificate in Office Administration, Business Administration, or a related field and some years (minimum 2) of experience in office administration or in a related field OR a high school diploma with several years (3-5) of experience in office administration or in a related field.
• Minimum one year of experience working in a busy legal environment.
• Experience managing strict timelines.
• Experience working with confidential material.
• Ability to identify and follow strict deadlines.
• Ability to summarize legal matters to internal lawyers and administrators.
• Ability to explain/breakdown job responsibilities/tasks to colleagues/new hires.
• Ability to delegate tasks to new administrators when appropriate.
• Highly proficient with Microsoft Office productivity tools.
• High degree of comfort with confidentiality principles.
• Ability to adapt to changing situations, new ideas, and concepts.
• Sound judgement and tact.
• High level of attention to detail.
• Basic problem-solving capabilities.
• Ability to multi-task; take the initiative; be proactive; flexible.
• Ability to communicate with a diverse workforce and facilitate successful performance in a team-based environment.
• Project Management skills.
• Must successfully pass a pre-employment criminal record check.

Nice To Haves

• Bilingualism is an asset.

Responsibilities

• Perform legal clerical duties such as maintain records, accounts, and file management.
• Triage new legal matters/inquiries, determine the type/nature of the request, determine whether all required information has been provided and liaise with the requestee(s) where further information is required.
• Summarize new legal matters/inquiries and redirect them to the appropriate in-house legal counsel or paralegal
• Proactively provide support to in-house counsel or paralegal
• Proactively, communicate with key stakeholders in accordance with standard operating procedures (including NPF Members, NPF Staff, NPF Elected Officials, the NPF executive and NPF retained external counsel).
• Liaise with the NPF department of Finance to ensure financial integrity of files.
• Ensure that all files/inquiries are properly documented and saved.
• Proactively identify and monitor applicable deadlines and ensure files/inquiries are actioned in a timely fashion.
• Proactively draft retainer letters and communiques.
• Maintain and optimize the NPF file management systems and ensure all legal matter/inquiry datapoints are captured by the Legal Department’s file trackers and software.
• Schedule meetings with staff, members, elected officials, external counsel, etc. Prepare agendas and assemble meeting documentation. Reserve meeting rooms and book necessary travel.
• Coordinate travel arrangements and complete expense claims in accordance with NPF policies.
• Review correspondence in relation to the Legal Services Department. Direct correspondence appropriately or respond to the matter personally when appropriate.
• Draft briefing memos, letters, reports, presentation, minutes, and other documents
• Assist with developing and/or maintaining Legal Services standard operating procedures.
• Assist with data analysis.
• Assist with developing and/or maintaining Legal Services tools, trackers, and databases.
• Assist with developing and/or maintaining the NPF’s file management systems.
• Provide support to NPF staff regarding the use of various systems managed by Legal Services.
• Assist with creating NPF resource documents.
• Assist with creating Legal Services presentations.
• Assist with the onboarding of new legal services employees.
• Act as software and database administrator as required including making minor technical updates.

Benefits

• Competitive compensation package.
• An inclusive, passionate and fun team environment.
• Generous Group Benefit package including Health Care Spending and Taxable Spending Accounts.
• Defined Benefit Pension Plan matching program of up to 7%.
• Professional development opportunities.
• Starting annual leave for this position is 3 weeks (accrued as earned) which increases to 4 weeks after five years of employment with the NPF.
• Remote work model includes flexibility in completing work hours and a philosophy in promoting a positive work-life balance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED