Legal Secretary

Definition of Classification:

Reporting to the Vice President for Institutional Integrity and Strategy & General Counsel, this position provides confidential, provides legal secretarial assistance and paralegal support to the University's Office of the General Counsel.  The position also provides administrative support to the Office of Equity & Title IX, which reports to the Vice President for Institutional Integrity.

Duties and Responsibilities:

The duties and responsibilities include, but are not limited to, the following:

• Manage daily office duties for the Office of the General Counsel (phone, calendaring, file management, office visitor intake, etc.).
• Support attorneys with case management, calendaring of hearings, trials, court dates, depositions, etc.
• Receive legal process servers and gather information to respond to subpoenas and other requests for information.
• Coordinate communication between attorney’s and other parties.
• Review and summarize legal documents.
• Assist General Counsel in the development, refinement, and daily operations of file management systems for invoices, cases, and contracts.
• Opens new matters, files, and coordinates office workflow.
• Assists in coordinating the activities of the Office of the General Counsel with other departments within the university.
• Consistent with qualifications,
  • may assist with legal research and other legal tasks such as drafting and preparing contracts for legal review and preparing summaries of court decisions and other materials,
  • may assist with factual investigations pertaining to matters affecting the University, and
  • may help organize the data and evidence obtained in such investigations
  • may help draft proposed policies and work collaboratively with key leaders to seek the adoption of such policies.
• Meet state continuing legal education requirements.
• Responsible for daily electronic timekeeping as it applies to the scope of this position.
• Performs other related duties and special projects as assigned.

  Qualification Guidelines

  Any combination equivalent to, but not limited to, the following:

  Experience/Training/Education:

• Bachelor’s degree in paralegal studies or related field; or any equivalent combination of education, training, and experience, which provides the required knowledge, skills, and abilities required.
• A certificate of completion of an ABA-approved paralegal program or equivalent statutorily required paralegal experience (Cal. Bus. & Prof. Code section 6450(c)).
• At least five (5) years of experience in a law firm or in-house legal department as an officially designated paralegal, notary preferred. Experience in a variety of areas of law practice support, including case file management, legal research, legal forms, billing, contract management, processing responses to subpoenas, and drafting legal correspondence.
• Proficient in Microsoft Office suite products and Google Applications.
• Experience with Lexis-Nexis research tools.

  Knowledge and Skills:

• Manage several projects simultaneously and make sound decisions.
• Work well with deadline pressures and distractions.
• High initiative with the ability to work independently.
• Ability to exercise confidentiality, good judgment, and discretion in job performance.
• Ability to quickly adapt to changing circumstances.
• This position requires excellent organizational skills, oral and written communications skills, interpersonal and trust-building skills, and analytical and problem-solving skills.
• Ability to take direction, work collegially in a diverse, complex, fast-paced and highly professional environment. This position interacts occasionally with senior level administrators.
• Excellent communication and interpersonal skills, both on the phone and in-person, to interact with a broad and diverse range of leadership effectively and appropriately, faculty, staff.
• Ability to exercise good judgment and discretionary skills in determining when to act independently and when to consult management prior to taking action.
• Able to learn procedures and retain information.
• Proficient in Microsoft Office suite software.
• Excellent interpersonal, oral, and written communication skills.
• High degree of accuracy.
• Attention to detail.
• Ability to handle time-sensitive projects while organizing and prioritizing work in a fast-paced environment, with minimal supervision.

  Physical Requirements/Working Conditions:

  Working Conditions:

  Standard office setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort.

  Physical Demands:

  Incumbents regularly sit for long periods; walk short distances on a regular basis; may travel to various locations to attend meetings and conduct work; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file; must be able to climb stairs several times a day; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry and/or move objects weighing up to 20 pounds.

  TO APPLY: A resume/CV and cover letter are required. In compliance with The Americans with Disabilities Act, if selected for the interview process and accommodations are needed, please call (909) 748-8040. If you are unable to complete an application due to a disability, contact us at (909) 748-8040 to ask for an accommodation or an alternative application process.

  HIRING RANGE: Anticipated hiring range is near or at the minimum of the classification, commensurate with candidate's education, experience, skills, and training. The University of Redlands is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position defined as the Hiring Range. Placement within the Hiring Range is determined by internal equity, and relevant qualifications. 

  BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. The University will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current employee who was conditionally offered the position.
  
  DRIVER'S LICENSE CHECK: Possession of a valid Driver's License is required for certain positions. Employees in positions that require a valid Driver’s License will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.
  
  PHYSICAL AND PSYCHOLOGICAL EXAMS: For certain positions typically in Public Safety, Facilities, Athletics and Information Technology Services departments, employment is contingent upon a candidate passing a pre-employment physical exam with the ability to lift in excess of 50 lbs.  Public Safety Officers, in addition to a pre-employment physical exam, will also be required to pass a psychological evaluation. 

  INFORMATION REGARDING COVID-19: New employees are required to submit proof of having received the full course dose of an approved COVID-19 vaccine or submit an exemption request for medical or religious reasons within sixty (60) days from your date of hire.