Legal Secretary III

Employment Type:Full timeShift:Day ShiftDescription:Provides secretarial services for the Trinity Health System Office and assigned Ministries as a member of the Trinity Health Legal Department. Independently performs a variety of complex legal, administrative, clerical and secretarial duties, many of which are confidential in nature, with a high degree of skill and accuracy.ESSENTIAL FUNCTIONSKnows, understands, incorporates and demonstrates the Trinity Health Mission, Vision and Values in behaviors, practices and decisions. Performs a variety of complex secretarial duties with a high degree of skill and accuracy, many of which are confidential in nature. Types, formats, proos and revises legal documents, including, but not limited to, contracts, agreements, corporate and regulatory documents, litigation pleadings, charts, tables, schedules, forms, exhibits, appendices, spreadsheets, and tables of authorities. Drafts letters and memoranda in an effective, clear and concise manner. Prepares litigation and agency pleadings for filing. Opens, sorts and distributes mail at least daily and calculates and calendars deadlines and response requirements. Meets assigned deadlines. Monitors and reports the progress and status of projects and deadlines for assigned attorney(s). Inputs, retrieves, updates and deletes information using computerized databases, such as legal e-billing, corporate governance, contract management and/or matter management systems. Sends documents via facsimile and email in a timely manner, generally no later than within 1 hour of request. Copies documents, papers and records in a timely manner, generally within same day of request. Answers the telephone in a prompt and polite manner utilizing standard telephone etiquette; takes and delivers messages timely and accurately, uses good judgment when responding to calls and maintains high level of professionalism. Properly assesses urgency and refers caller when appropriate to do so. Greets, identifies purpose of visit and directs visitors to the appropriate party. Independently responds to routine inquiries received by email, mail or phone. Sets up, organizes, indexes and maintains electronic and paper files and records as directed by assigned attorney(s) and in a timely fashion. Schedules and confirms court dates, depositions, meetings and conference calls. Contacts clients, court personnel, outside attorneys, etc. as needed. Assures that assigned attorney(s) have required documents and files for meetings. Maintains confidentiality and exercises discretion appropriately. Understands and properly applies attorney-client privilege and work product doctrines. Makes appointments, travel arrangements and timely prepares necessary expense reports. Maintains a professional appearance and demeanor, including appropriate grooming, hygiene and attire. In-depth knowledge of legal terminology, and compliance with applicable court and administrative rules, procedures, and filing requirements. Proficient in legal citation forms and usage. Trains new legal secretaries or clerical staff as requested. Willingly assists colleagues in Trinity Health Legal Department, as requested to ensure all needs are met. Shares knowledge and skills with others in the office (e.g., shares knowledge of various software commands, office protocols, etc.) and provides backup coverage for colleagues as requested, thereby promoting collaboration and teamwork. Offers solutions to problems and improvements to increase Department productivity. Other duties as assigned. Maintains a working knowledge of applicable Federal, State and local laws/regulations; the Trinity Health Integrity and Compliance Program and Code of Conduct; as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical and professional behavior.MINIMUM QUALIFICATIONSMust possess 5-8 years of legal secretarial experience at progressively greater levels of responsibility. Law firm experience preferred. High school completion required. Accurately types 70 words per minute. Extensive knowledge of Windows environment, expert knowledge of Word, Outlook, PowerPoint, Excel and Adobe Acrobat Pro. Knowledge of Visio and Access preferred. Proficient at data inputting and computer report retrieval. Expertise in computer-based calendar systems, such as Outlook. Ability to convert documents between Word and Adobe Acrobat systems. Demonstrated ability to spell, proo, use proper grammar, sentence structure and punctuation. Must possess strong interpersonal skills, self-motivation, initiative and desire to learn. Demonstrates willingness to promote team concepts. Excellent organizational skills. Excellent written and verbal communication skills. Excellent ability to concurrently prioritize and direct multiple activities and projects. Ability to interact positively with colleagues, clients, outside counsel, court personnel and government employees. Ability to identify problems and solve promptly within realm of authority. Must be comfortable operating in a collaborative, shared leadership environment. A personal presence which is characterized by a sense of honesty, integrity and caring with the ability to inspire and motivate others to promote the philosophy, mission, vision, goals and values of Trinity HealthMENTAL AND PHYSICAL REQUIREMENTS AND WORKING CONDITIONSMust be able to set and organize own work priorities, and adapt to them as they change frequently. Must be able to work concurrently on a variety of tasks/projects in an environment that may be stressful with individuals having diverse personalities and work styles. Operates in a typical office environment. The area is well-lit, temperature controlled and free from hazards. Ability to sit for prolonged periods. Ability to stand, bend, and reach above head as needed for filing and library retrieval, on an intermittent or occasional basis. Ability to lift up to 5 lbs. above head, and push cart weighing up to 30 lbs. for filing, on an intermittent or occasional basis. Communicates frequently, in person and over the phone, with people in all locations on product support issues. Hearing is needed for extensive telephone and in person communication. Manual dexterity is needed in order to operate a computer keyboard. Must possess the ability to comply with Trinity Health policies and procedures. This position is located at System Office in Livonia, Michigan or one or more assigned Ministries. Must be able to travel to the various Trinity Health sites.Our Commitment to Diversity and InclusionTrinity Health is one of the largest not-for-profit, Catholic healthcare systems in the nation. Built on the foundation of our Mission and Core Values, we integrate diversity, equity, and inclusion in all that we do. Our colleagues have different lived experiences, customs, abilities, and talents. Together, we become our best selves. A diverse and inclusive workforce provides the most accessible and equitable care for those we serve. Trinity Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by law.Our Commitment to Diversity and InclusionTrinity Health is a family of 115,000 colleagues and nearly 26,000 physicians and clinicians across 25 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions.Our dedication to diversity includes a unified workforce (through training and education, recruitment, retention, and development), commitment and accountability, communication, community partnerships, and supplier diversity.EOE including disability/veteran