Legal Administrator

PenBay Technology Group•Arlington, VA

9h•Onsite

About The Position

PenBay Technology Group is seeking a Legal Administrator to provide full-time support on-site, working as part of a contract team with the DoW Office of the General Counsel (OGC). This is a temporary full-time position for 3 months. The role involves coordinating with OGC offices, Directors, and Associate General Counsels, communicating with clients regarding their packages and cases, and editing legal files using MS Office and SharePoint. Responsibilities include managing legal actions, maintaining records, preparing correspondence, and supporting travel arrangements using the Defense Travel System (DTS). The position requires a DoD Top Secret clearance with SCI Eligibility.

Requirements

Associate’s degree or two (2) years relevant administrative experience.
Two years (2) of experience relevant providing office support including completing coordination packages and processing records.
Ability to accomplish tasks utilizing strong organizational and administrative skills.
Ability to read, interpret, and understand legal documents and research legal sources.
Ability to communicate clearly to attorneys.
Understanding of DoD, Joint Staff, and the Military Departments standards of practice.
Leverage established relationships with other DoD components and agencies.
Flexible team player capable of interacting at all levels within the customer space as well as other parts of the defense community.
Motivated, self-starter with the ability to accomplish tasks under pressure with limited supervision.
Strong ability to multi-task.
Flexibility to accommodate time-sensitive and mission-critical work.
DoD Top Secret with SCI Eligibility clearance requirement.

Nice To Haves

Bachelor’s Degree.
Previous government, law office, corporate general counsel office, or JAG office experience.
DoD experience.
Working knowledge of the Defense Travel System (DTS).

Responsibilities

Coordinate closely with OGC offices, Directors, and Associate General Counsels and other Government and contract personnel.
Communicate with OGC clients regarding the staffing of their packages, taskers, cases, and other related matters.
Edit and incorporate edits from attorneys onto working legal files using MS Office and various databases, including SharePoint.
Open and close actions using the OGC suspense tracking system (STS) data file system and the OSD CATMS system.
Perform search and data entry in systems.
Perform general office duties and advanced administrative support activities requiring independent judgment and knowledge of policies and procedures.
Provide office management support including answering phones, maintaining calendars, escorting visitors, maintaining files (hard and electronic), records management, preparing correspondence, copying, scanning, producing files, assisting in scheduling monthly reports, providing clerical work, forms management, equipment accountability, and maintaining basic office functions.
Coordinate packages within OGC, and with other OSD offices, the Joint Staff, DoD components and agencies, and other U.S. Government departments and agencies.
Receive and examine incoming requests, reports, and correspondence.
Review outgoing correspondence for signature or clearance for format, typographical accuracy, conformance with procedures/instructions, and consistency with other material.
Attend OGC and/or local DOJ training and other relevant training, as needed.
Prepare travel arrangements for the Deputy General Counsel and other federal staff.
Utilize the Defense Travel System (DTS) and assist with overall DTS administration, including acquiring and updating personnel data for traveler profiles, maintaining updates to DTS, preparing authorizations, receiving and reviewing authorizations and vouchers, uploading vouchers and receipts, screening and verifying receipts, reporting problems to the Travel Assistance Center, and staying current on DTS changes.
Assist in travel arrangements for offices, including execution under DoD travel regulations.
Track leave, travel, and other absences of office personnel.
Arrange Government staff entrance into various meeting locations and assist in securing parking.
Escort clients and visitors to the office for meetings with senior leadership.
Perform open and close procedures of secure workspaces and areas.
Hand-carry legal actions to other coordinating offices.
Distribute incoming and outgoing official mail.
Prepare daily leadership books for the Deputy General Counsel.
Address and manage office workflow tasks (tracking, organizing, and archiving) and knowledge management activities for Government attorneys and contractor staff, including managing office logistics and supply, developing and maintaining office standard operating procedures and personnel administrative support.
Maintain files and records and perform office administrative duties including copying and distribution, data input, and database management.
Track and coordinate all taskers within the office to ensure deadlines are met.
Manage calendars and organize office-level meetings, entrance into various locations, parking, materials, and equipment.
Support efforts with utilizing the International Agreements Database (IAD) by performing search, data entry, and scanning.
Collect and process office burn bags.
Assist in updating information contained in the OGC law library.
Assist with time sheets.