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Years of Experience
Date Last Verified
Legal Office Coordinator/Paralegal The candidate will provide support on-site in the Pentagon in working as part of contract team with the Office of the Secretary of Defense (OSD), Office of the General Counsel for International Affairs (OGC/IA). Will work daily with the Deputy General Counsel, International Affairs, and OGC/IA office attorneys. Provide administrative/paralegal support to the OGC/IA office attorneys. Assist with legal administration including the coordinating, assisting, and filing of legal actions for OGC/IA. Provide administrative office coordination support in addressing the workload (tracking, organizing, and archiving) and knowledge management activities across the government attorneys and contractor staff. Coordinate within Administrative Team to ensure administrative actions are completed in accordance with client expectations and with the proper level of front desk coverage during office hours. Hand-carrying legal actions to other coordinating offices throughout day. Opening and closing actions using suspense tracking system (STS). Performing editing functions. answering phone calls. escorting non-cleared personnel in the office. maintaining files. and preparing correspondence. And Making copies. Scanning documents. producing files. assisting in scheduling and monthly reports. and maintaining basic office functions. Coordinate with Administrative Team and SAIC’s Team Lead on scheduling and front desk coverage by Administrative personnel between 0730 and 1800 on a daily basis. Plan and establish coverage options when Administrative Team personnel experience unanticipated absence. Update and enforce business rules and SOPs for all Administrative Team and IA office functions. o Train new employees on front desk operations. Meet regularly with SAIC’s Team Lead to discuss administrative and operational issues and resolutions. o Establish and oversee QC process for ensuring all “open action” requests from clients and the OGC correspondence office are covered. Maintain a clean and presentable front desk workspace. Establish and enforce processes for ensuring that chronological scanning remains current (within 1 week of actions being closed). Be responsible for workflow task management (action receipt, tasking, and tracking), developing and implementing office knowledge management, including record archive and retrieval, and managing and organizing physical and electronic files (office common server drives). Track leave, travel, and other absences of office personnel. prepare time sheets. coordinate support for in-processing and out- processing personnel. and travel arrangements chiefly using the Defense Travel System (DTS). Be the office coordinator for security and be responsible for maintaining visitor access rosters and logs, and implementing security procedures in accordance with regulation and the overall OGC security manager direction. Be the office safety coordinator and be responsible for tenant- level safety tasks such as inspecting fire extinguishers. o Prepare daily leadership books.
Qualification and Experience
The candidate should have Bachelor's degree and 2+ years of relevant experience or equivalent. In lieu of degree, 6+ years of relevant experience with paralegal/administrative work and knowledge management functions, processes, practices, and procedures. Fluency with, and understanding of, DoD, Joint Staff, and the Military Departments standards of practice is required. Proficiency with Microsoft Office Suite of Applications (Word, Excel, and PowerPoint) and common office software applications is required. Previous experience in a working in the Pentagon or DoD office law office, General Counsel's office, or JAG office is desired. Working knowledge of the Defense Travel System (DTS) is desired. Familiarity with knowledge management tools including SharePoint, Access databases, etc. is desired.
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