Job Details

Legal Administration Assistant III

Company name

Kaiser Permanente

Organization Type

Public Interest

Job Type

Legal Staff

Years of Experience

Min 5 yrs required


Oakland, CA

Posted on

Nov 15,2017
Practice Area
Government and Government Relations >> Government and Government Relations
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Legal Administration Assistant III Duties: Provides administrative and operational clerical support to Legal and Government Relations department attorneys, managers and/or staff. Responsibilities may include answering phones and relaying messages/information to both division staff and callers; scheduling/calendaring meetings and conferences; maintaining filing systems; ordering/stocking office supplies; opening/sorting mail. Types/ proofreads/ composes correspondence; creates graphs and presentations; researches issues as needed. Tracking of service of process intake. Coordinating witnesses meetings. Submit and track document requests relating to of litigation matter support. Provides complex administrative and/or project support to the division attorneys and managers. Process sensitive and confidential information with the utmost judgment and tact, recognizing any legal privilege issues, time constraints and political implications. Answers phones, takes messages, screens calls, and greets KP visitors or vendors. Uses appropriate telephone etiquette, routes calls using independent judgment; may research issues if needed and ensures follow-up. Interfaces daily with KP employees across multiple organizations and external parties as a liaison for the department. Manages multiple calendars and schedules/plans meetings, and anticipates Managers upcoming work. May research, plan and arrange events including hotel and conference facilities. Makes travel arrangements. Drafts routine correspondence for attorneys and other staff from brief notes or verbal requests. Organizes and assembles complex legal and other documents required for briefs, responses to state and federal agencies and subpoenas. Checks mailings to ensure that all relevant parties are included. Creates documents, reports, and presentation materials with charts&illustrations, and proofs content for accuracy. Gathers and inputs data, maintains established databases and document management system. Maintains physical and electronic files in accordance with accepted legal practices. Researches and collects information needed to complete project tasks or reports. Tracks outside counsel expenditures and process for payment; verifies recharges across business units. Manages expense reports. Ensures coverage for absent staff members. Performs other department specific duties as assigned. Participates in cross-training efforts with other support staff members.

Qualification and Experience

Qualifications: High School Diploma/GED required. Litigation secretarial experience preferred. Familiarity of legal documents and related deadlines when applicable (i.e. subpoenas, discovery, etc.). Knowledge of legal terminology. 5+ years of administrative assistant experience supporting at the manager/director level, or related experience. Ability to learn and apply a thorough understanding of the organization and its functional policies and processes. Strong writing skills to create difficult and more detailed correspondence. Basic to intermediate knowledge of two or more of Microsoft Office Suite applications: Word, Excel, PowerPoint and/or Access, depending upon department or business needs. Working knowledge of email and office equipment (fax, phone, copier, etc.). Ability to coordinate multiple and difficult calendars and arrange meetings. Must be able to work in a Labor/Management Partnership environment.

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