Legal Secretary

Epic Health System Llc•Southfield, MI

21d•Onsite

About The Position

EPIC Health is seeking a highly organized and detail-oriented Legal Secretary & Mail Operations Manager to support our in-house legal function while overseeing enterprise-wide mail operations. This dual-role position is critical to ensuring timely, accurate, and compliant handling of legal correspondence, regulatory notices, subpoenas, and organizational mail . You will play a key role in reducing risk, improving operational efficiency, and building structured systems for document tracking and routing across departments.

Requirements

2+ years of experience as a Legal Secretary, Legal Assistant, or Administrative Professional (healthcare or law firm experience preferred)
Strong organizational skills with the ability to manage multiple priorities simultaneously
Exceptional attention to detail, particularly with legal and time-sensitive materials
Experience with document management systems (e.g., OpenKM or similar) preferred
Ability to handle highly confidential information with professionalism and discretion
Proficiency in Microsoft Office and basic tracking/reporting tools
Ability to travel occasionally between clinic locations
Ability to lift and move mail/packages (10+ lbs as needed)

Responsibilities

Provide day-to-day administrative support to in-house counsel, including document preparation, scheduling, and file organization
Assist with contract tracking, execution, and document management
Coordinate intake and response workflows for subpoenas, legal requests, and regulatory correspondence
Maintain detailed legal logs (subpoenas, certified mail, deadlines, and notices)
Support medical records and legal request processes in compliance with applicable laws (e.g., HIPAA)
Manage all incoming and outgoing mail across departments (Legal, Billing, HR, Operations, Clinics)
Open, sort, and distribute mail with a high level of accuracy and urgency
Immediately identify, escalate, and log all legal, certified, and time-sensitive documents
Maintain a centralized mail tracking system (physical and digital)
Oversee outgoing mail, including certified mail, legal notices, and priority correspondence
Establish and enforce standardized mail routing procedures across the organization
Implement systems for digitizing and tracking incoming documents
Develop and maintain SOPs for mail handling, legal intake, and document workflows
Ensure compliance with legal, regulatory, and internal document handling requirements
Identify inefficiencies and drive process improvements across legal and administrative functions