Legal Secretary

Description:

Distinguishing Characteristics:

Provide direct legal and administrative support for the Tucson Airport Authority (TAA) Executive Vice President/General Counsel (EVP/GC), Deputy General Counsel, Associate General Counsel, and the TAA Clerk. Communicate with clarity and professionalism to the legal team and all TAA divisions. Perform administrative office tasks and basic legal assignments to include light legal research, litigation support, records management, process documentation, and other Legal Team support for Tucson International Airport (TUS) and Ryan Airfield (RYN).

Essential Functions:

The following functions and all other functions not included in this job description are to be performed in the best interests and for the greater good of TAA.

• Support and advocate for TAA’s Mission, Vision, Guiding Principles and act as a champion and role-model of TAA’s Cultural Fundamentals.
• Assist in the development, implementation, and facilitation of the legal team's short term and long-term goals and objectives.
• Manage and improve the legal team's paper and electronic filing system and document databases; review case/matter files and maintain document control, to include tracking, search and retrieval.
• Complete various administrative support tasks; maintain the legal team’s source materials, to include Standard Operating Procedures (SOP) and Work Instructions (WI); manage attorney workload task/matter list, intake of legal review requests from TAA departments, outside counsel invoices, mail, and other communications.
• Perform case work by preparing and documenting files from matter inception to final disposition and storage; process and respond to disclosure requests and provide information to internal and external stakeholders.
• Assist in scheduling legal team and TAA related meetings, and other matters relevant to the legal team.
• Prepare draft of legal team's budget and coordinate legal team's input on the final budget. Throughout the fiscal year, monitor expenditures, make budgetary recommendations and provide reports to EVP/GC on team internal controls
• Work closely with the Office, Records and Warehouse Manager to serve as designated records coordinator for the Legal Services records that do not include records overseen by the TAA Clerk. Research and assist with assembly of documents and responses to public records requests.
• Serve as Local Board Secretary to the TAA PSPRS Local Board (if designated), coordinate with the PSPRS Local Board attorney, schedule and attend all PSPRS Board meetings, prepare PSPRS meeting minutes and submit to PSPRS/HQ, upload all minutes to the PSPRS management system, and perform other necessary administrative functions in support of the PSPRS Local Board; update TAA Public page with pertinent announcements in accordance with Arizona Open Meeting Law.
• Serve as interim TAA Clerk, assist in the planning and distributing of TAA Board materials in the Clerk's absence, provide back-up to the Clerk in all TAA related functions, including coordination with the executive office of the President/CEO and TAA executive team.
• Coordinate legal response to wage garnishment actions, bankruptcy filings, and service of process.
• Be responsive to airport emergencies and situations that may involve loss of human life or property; support public safety and operational response to emergencies; utilize Incident Command System (ICS)/National Incident Management System (NIMS) protocols and procedures; coordinate and/or participate in after-action emergency de-briefing with appropriate departments and stakeholders.

The above listed functions are not necessarily all the essential functions. Job duties and functions may be expanded or reduced by management based on future changing needs and job requirements.

Qualifications:

Position Requirements:

Associate’s degree from an accredited legal assistant/paralegal training program. A minimum of 5 years of experience as a legal secretary or paralegal supporting multiple attorneys, in a mid- to large-size law firm with a wide diversity of practice or as part of an in-house legal department. TAA will consider any equivalent combination of experience and training that provides the necessary knowledge, skills, and abilities sufficient to demonstrate aptitude for the position.

Required Knowledge, Skills, and Abilities:

Knowledge of:

• Microsoft Office 365 proficiency
• Basic legal research, using Lexis Nexis, WestLaw, and other available resources.
• Best practices related to legal document management and recordkeeping.
• Principles and practices of law firm operations at the Partner or General Counsel level.
• Legal office management processes, procedures, and protocols supporting senior legal leadership.

Skill in:

• • Delivering high-level client service and administrative support akin to supporting a law firm Managing Partner or in-house General Counsel-level executives.
  • Clear, professional, and concise written and oral communication.
  • Drafting, formatting, and proofreading legal documents.
  • Prioritizing projects with sound judgment and ability to multi-task if necessary.
  • Working with a variety of software and cloud-based programs.
  • Drafting, organizing and maintaining annual department budget, and managing monthly invoice processing.
  • Preparing, filing and tracking legal documents with courts, agencies and outside and opposing counsel
  • Researching information and organizing data in meaningful form, making sound judgments, drawing accurate conclusions, and making appropriate recommendation(s).
  • Self-motivation and initiative to complete quality work that furthers the mission and goals of the legal team and TAA.
  • Establishing and maintaining constructive and cooperative working relationships with others.

Ability to:

Environmental Requirements

• Work in clean, temperature-controlled facilities and semi-enclosed workspaces.

Mental Requirements

• Address time sensitive and urgent matters related to the legal team's business with good judgment and effectiveness.
• Perform tasks with a high degree of accuracy with attention to detail and mature judgment in fast-paced environment, balancing deadlines and multiple projects.
• Initiate and organize responsibilities without observant supervision.

Physical Requirements

• Read, write, and speak the English language in an articulate, fluent manner.
• Communicate via telephone with sufficient clarity to be understood by others.

General

• Learn TAA policies and procedures.
• Understand that dissemination of information is based on "need-to-know" and must maintain discreet and professional sense of confidentiality due to the sensitive nature of job functions.
• Be sensitive and aware of actions and reactions of team members, external agencies and parties, and the general public, and inform supervisor of appropriate concerns.

Licenses; Certificates; Special Requirements:

• Valid Arizona driver’s license.
• Have or must obtain Notary Public license within 90 days of employment.
• Must obtain and maintain access to the Security Identification Display Area (SIDA).
• Must successfully complete the National Incident Management System (NIMS) 100 and 200 course requirements and certification within the first year of assuming the position.
• As an employee, you are deemed to be essential personnel as part of TAA’s emergency response, and must respond to airport incidents, as requested/required.