CSB Executive Legal Administrative Assistant

Assists in implementing and maintaining, and identifying enhancements for a comprehensive document management system for all CSB claims and monitors related claim milestones and deadlines.

Read the overview of this opportunity to understand what skills, including and relevant soft skills and software package proficiencies, are required.

Maintains detailed financial records of the Clients’ Security Fund and related financial accounts, including deposits, withdrawals, award payments, collections and restitution payments, and compiles regular official reports thereof in accordance with CSB policies and auditing requirements.

Utilizes web site management software to monitor and update the CSB web site and potentially related messaging platforms through periodic announcements, updates and other communications.

Assists with outreach efforts to the public and bar regarding the CSB and Clients’ Security Fund.

Prepares reports and statistics on claims, awards, restitution, and other ongoing matters.

Assists with preparation and distribution of Annual Report.

Reviews and evaluates new claims and follows protocol to distribute related correspondence and communications to staff and other stakeholders.

Responds to inquiries from the public and attorneys and refers inquiries to general counsel or deputy general counsel as needed.

Dockets, processes and records claim-related correspondence, emails, and other communications.

Prepares, formats and proofreads memoranda, exhibits, correspondence and other legal documents.

Handles routine requests and clerical matters for the CSB and staff including, but not limited to, filing, typing, scanning, copying, mailing, scheduling, screening calls and managing calendars.

Responds to requests and inquiries from Board members, BBO and OBC staff, and the public and redirects items as necessary to appropriate staff members.

In addition, may perform one or more of the following functions for assigned department :

• Assists counsel with preparation of subpoenas, identifying and obtaining relevant court records and other investigative tasks.
• Schedules hearings, appointments and meetings.
• Plans monthly board meetings, yearly Board dinner and other special events.

OTHER DUTIES AND RESPONSIBILITIES

Performs additional duties as assigned.

PREPARATION, KNOWLEDGE, SKILLS & ABILITIES

• High School diploma.
• Graduate of secretarial school, paralegal program, or equivalent preferred.
• Minimum ten years of office experience preferred.
• Strong knowledge of word processing and spreadsheets.
• Experience managing and maintaining a document management system.
• Experience working with and / or transitioning to paperless file system.
• Experience working with financial accounts; checks, deposits, and transfers; spreadsheets; and records.
• Experience preparing statistical reports, spreadsheets, flow charts, and other analytical tools.
• Excellent written and oral communication skills.
• Excellent interpersonal skills.
• Strong editing and proofreading skills.
• Excellent organizational skills.
• Ability to work well in deadline-driven, fast-paced office environment.
• Ability to maintain high level of confidentiality.

SUPERVISORY RESPONSIBILITY

No supervisory responsibility.

WORKING CONDITIONS / PHYSICAL DEMANDS

Normal office working conditions including frequent sitting, walking, bending and computer monitor use. Occasional lifting up to 50 lbs.

The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job.

The above is not intended to be an exhaustive list of all responsibilities and duties required.

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis.

APPLICATIONS AND INQUIRIES :

At the BBO, we embrace diversity, and we are seeking to nurture our DEI efforts so diversity will thrive because it benefits our organization, the bar, and the public we serve.

Our goal is to attract, develop, and retain exceptional people and to provide equal employment opportunities to all employees and applicants for employment without regard to race, color, ethnicity, religion, sex, gender, gender identity and expression, sexual orientation, national origin, disability, age, marital status, veteran status, pregnancy, parental status, genetic information, or characteristics.

In addition to federal law requirements, the BBO complies with applicable state and local laws governing nondiscrimination in employment.

The BBO actively encourages applications from candidates, including those from marginalized communities, who would both contribute to and learn from working in a diverse, equitable, and inclusive workplace.

We invite you to include in your application materials an expression of your commitment to DEI and how you will contribute to the BBO’s ongoing efforts.

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