Legal Office Administrator

Salt River Pima-Maricopa Indian Community•Scottsdale, AZ

2d•Onsite

About The Position

Under the general supervision of the Managing Attorney, this position manages and coordinates the administrative, clerical, and legal support operations of the office. This position supervises administrative staff, providing high-level legal secretarial and technical support to attorneys and advocates. Prepares and processes legal documents, oversees office systems and supports workflow, ensuring compliance with legal and administrative procedures. Supports budget and reporting functions and delivers professional customer service to clients, visitors, and other departments. This position is treated as an FLSA-Exempt position.

Requirements

Knowledge of legal terminology, documents, formats, and procedures.
Knowledge of office management practices, administrative procedures, and records systems.
Knowledge of court filing practices and the sequence of legal actions.
Knowledge of case management and law office software.
Knowledge of customer service principles and techniques.
Knowledge of principles and practices of supervision, training, and performance evaluation.
Knowledge of history and customs of SRPMIC.
Knowledge of confidentiality standards and handling of sensitive information.
Skill in preparing, formatting, and processing complex legal documents.
Skill in operating a variety of standard office equipment and computer applications.
Skill in managing multiple assignments, deadlines, and priorities.
Skill in supervising, training, and evaluating administrative staff.
Skill in communicating clearly and professionally with individuals of diverse backgrounds.
Skill in analyzing workflows and recommending process improvements.
Skill in providing high-level customer service in a professional environment.
Ability to follow complex oral and written instructions.
Ability to prepare correspondence using correct grammar, punctuation, and formatting.
Ability to establish and maintain effective working relationships with staff, clients, and other departments.
Ability to organize multiple priorities and meet frequent deadlines.
Bachelor’s degree in legal studies, office administration, paralegal studies or related field.
Minimum of three (3) years of legal office experience.
One (1) year of supervisory or lead experience required.

Nice To Haves

Paralegal or Legal Secretary training may substitute for a portion of required experience.

Responsibilities

Prepares, formats, and processes a variety of legal documents including motions, subpoenas, pleadings, petitions, transactional documents, and other court filings.
Supports attorneys and advocates with litigation coordination, document preparation, calendaring, and case management.
Maintains legal files, ensuring accuracy, confidentiality, and proper retention.
Maintains strict confidentiality of client information and ensures compliance with Rules of Professional Conduct ethical standards.
Utilizes legal software, case management systems, document management tools and provides notary services.
Manages the day-to-day operations of the office including supplies, equipment, facilities, reception and workflow and assists with handling customer service questions or concerns.
Develops, implements, and evaluates office procedures, policies, and operational systems.
Establishes and maintains centralized filing and records systems.
Prepares a variety of reports, correspondence, memos, and other office documentation.
Answers multi-line phone system, routes call to appropriate staff, takes messages and provides basic program and appointment information.
Greets clients and visitors, checks them in for appointments and ensures they are directed appropriately.
Manages all external service contracts for conflict counsel, experts, investigators, mediators, etc., ensuring proper tracking and compliance with office and Community expectations.
Processes, verifies, and tracks all external service contract invoices and payment authorizations.
Supports budget preparation and monitoring; assists with monthly, quarterly, and annual reports.
Supervises and trains secretarial and clerical staff in filing, documentation, calendaring, legal file preparation, customer service, and administrative procedures.
Assigns, reviews and evaluates the work of administrative staff; conducts timely performance appraisals.
Ensures coverage of clerical and administrative duties during absences or staff shortages.
Maintains staff schedules, timesheets, payroll documents, and personnel records.
Provides guidance to staff regarding assignments, policies, confidentiality, requirements, and personnel issues.
Provides input with budgeting, procurement, and inventory control.
Performs special assignments and other job-related duties as required.