Job Description

Please include cover letter with resume.

POSITION SUMMARY :

The Legal Assistant provides administrative support to the Office of the General Counsel. This role works independently with general supervision and collaborates with the legal team on ongoing and special projects. This is a full-time position requiring a consistent schedule of eight hours per day, five days per week.

PRINCIPAL DUTIES :

• Under the supervision of the General Counsel, prepare various legal documents and filings including corporate consents and resolutions, immigration pleadings, applications for tax exemptions, certifications, contracts and affidavits.
• Prepare administrative filings, including corporate annual reports for the Secretary of the Commonwealth and annual reports to the Vatican.
• Support attorneys with case preparation and document management.
• Conduct citation checking for legal documents prior to filing.
• Conduct basic internet/legal research under guidance of the General Counsel and Senior Legal Counsel.
• Summarize documents and meetings using artificial intelligence or other electronic tools.
• Collect, organize, and manage documents and information responsive to discovery requests.
• Compile information for publication in the Official Catholic Directory.
• Maintain electronic and physical legal files and databases, including deadlines for court filings and immigration filings.
• Notarize official documents.
• Attend board meetings, prepare agendas and supporting materials, and record minutes.
• Prepare and submit vouchers for payment for departmental invoices; coordinate payment of legal invoices by parishes or schools; process reimbursements.
• Prepare and maintain spreadsheets tracking expenses and budget for the Office of General Counsel.
• Schedule meetings and maintain attorney calendars.
• Establish, retrieve and maintain digital and paper records.
• Receive, review, and route incoming correspondence; respond directly to routine inquiries; prepare general correspondence.
• Screen and direct incoming phone calls.
• Maintain supply of office inventory.
• Safeguard confidential information and records.

RESPONSIBILITIES AND AUTHORITY :

• Supervision Received
• Reports to the General Counsel and Staff Attorney.

• Physical Demands/Working Environment
• While performing the duties of this job, required to have ordinary ambulatory skills sufficient to visit other locations; ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weight of 10 – 50 pounds
• Requires good hand-eye coordination, arm, hand, and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read
• Frequently required to sit, hear, talk and use repetitive motion of the hands/wrists
• Evening and/or weekend work may be required on occasion
• General work schedule is 8:30 a.m. to 4:30 p.m., with some flexibility.
• Work is performed in an individual, well-lit, wheelchair-accessible cubicle with a low-noise environment.

QUALIFICATIONS :

• Knowledge/Skills:
• Strong legal knowledge and understanding of legal procedures and terminology.
• Capable of preparing standard legal documents and correspondence autonomously.
• Working knowledge of government filing portals (e.g., Secretary of the Commonwealth online system and immigration online systems).
• Ability to proofread for accuracy, cite-check, correct citation form, and ensure legal filings and correspondence are error-free.
• Capable of conducting basic internet research and developing appropriate search terms.
• Capable of tracking legal deadlines and providing notification to supervising attorneys of upcoming deadlines.
• Some knowledge of artificial intelligence tools and how to utilize them.
• Capable of recording meeting minutes efficiently and with accuracy.
• Ability to manage multiple matters simultaneously and meet deadlines.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint) and Microsoft Outlook.
• Strong proficiency of PDF software (Adobe Acrobat Pro) and familiarity with redacting legal documents.
• Understanding of litigation support practices, including creating document indexes, privilege logs and case binders.
• Ability to manage long-term projects, including annual reports, directory submissions, and recurring compliance filings.
• Proficiency in use of common office equipment (copier, scanner, and printer).
• Strong interpersonal communication and written communication skills.
• Excellent planning and organizational skills with attention to detail.
• Ability to use computerized programs for recordkeeping.
• Ability to handle sensitive matters with discretion and maintain strict confidentiality.
• Active listening skills and ability to work collaboratively with a team.
• Familiarity with basic Catholic nomenclature, structure and hierarchy as well as basic legal terminology.

• Education Required:
• High school graduate or equivalent; bachelor or associate degree preferred.
• Notary public certification required.
• Paralegal certification preferred.

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• Years and Types of Experience:
• 5-10 years’ experience as a legal assistant or paralegal.
• Paralegal experience strongly preferred.

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