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In-House
Legal Staff
Corporate - General
Min 5 yrs required
Senior Legal Assistant Duties: Provide administrative support to the Senior VP & Chief Legal Officer and the Legal department staff. Ensures timely delivery of CLO’s reports for internal and external reporting. Tracks and forecasts legal department expenses and budgets. Maintain legal documents. Handles correspondence, expense reports, library subscriptions, property access, office supplies, etc., for the department. Provide support to Senior Vice President and Chief Legal Officer and various levels of support to attorneys and legal team. Handle general administrative duties including managing schedules, conference calls, coordinating department personnel travel arrangements, various membership and law book purchases. Distribute mail, create pdf files as needed, and create check requisitions. Generate correspondence in a timely and concise manner. Schedule staff meetings regularly for the US Legal Department and coordinate Joint US & Mexican Legal staff meetings. Budget tracking, analysis, forecasting of budget plan & expense management. Prepare and properly code check requisitions for invoices, settlements, and other expenses as requires. Maintain & keep current Legal SharePoint databases; provide assistance as needed to Contract Services team. Act as administrator for LSS software (Legal Solution Suite), manage monthly legal billings, ensure payment issued, accruals recorded and organizes quarterly billing reports from outside counsel. Develops tracking systems. Create reports and charts used in assessing monthly accruals for the Legal Department outside expenses. Generate monthly and annual comparative outside counsel fee reports for US and Mexico. Maintains reporting by file and the various outside counsel firms to track expenses and develop trends by various factors for forecasting future expenses. Generate monthly and ad-hoc legal department financial and expense reports. Organize and track case documents such as claims, contracts, and filings. Maintain complex litigation files. Create, organize, and maintain paper and digital files of agreements and data in the Legal Department Public Folders, SharePoint, Iron Mountain and File Maker Pro. Manage the Legal Department records according to KCS retention policy. Maintain legal file database system. Track current projects, litigation status and compile reports as necessary. Concession Compliance – Develop a working relationship with the Mexico Concession Compliance Team and establish regular communication of all activities required by the Concession obligations. Collect, interpret, co-ordinate, and document all reports from the Concession Compliance and Customs Terminal Compliance Teams in Mexico. Monitor Capital Investment Report values for SCT compliance. Review, compile and communicate information to the US Concession Compliance Officer. Review, develop, and organize current processes for Concession Compliance. Collect & analyze data from various departments. Create charts, graphs, & perform statistical analysis to be shared with high level executives. Review & analyze data based on scope of project. Report results at high level synopsis. Update Demurrage system as required for new train services. Acting back up for Senior Reporting Specialist. Manages data including notifications, documentation, correspondence and reports for railroad accidents/injuries maintaining compliance with FRA requirements/KCS Retention Policy. Acting back up for FRA field violations tracking. Acting back up for Bankruptcy filings.
Qualification and Experience
Qualifications: 5 years of work-related experience as administrative support with exposure to the Legal team. SharePoint database experience for site design and administration of data files. Coordinate large in depth projects including: planning, development, process evaluation, implementation & on time delivery. Good Computer Skills-Required (MS Office Suite) Excel, Word, Power Point, SharePoint. Ability to review obligations of discovery request. Bilingual – English and Spanish preferred. Experience with general office and administration in Transportation or Railroad industry preferred.
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