Legal Specialist

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Legal Specialist
DUTIES: Under general direction of the Vice President and General Counsel and Assistant General Counsel, will manages all aspects of the operation of the Office of General Counsel, including serving as a liaison between attorneys and the MATC community, including outside counsel, insurance carriers and committees and departments within the college. Responsible for organization and maintenance of legal files, records and documents concerning a wide variety of matters, including litigation matters, college projects and legislative matters. Handles highly confidential and sensitive matters, and responds independently to inquiries regarding various legal matters as well as coordination of scheduling, appointments, travel and management of logistics for executive level internal events. Maintains form documents, including correspondence, and independently generates correspondence and research memoranda as needed. Provide administrative assistance to legal staff in the Office of General Counsel, including coordination of calendars, handling of appointments, screening of calls and requests for legal services and preparation of documents and logistics for internal and external events and appointments, including making business travel. Coordinates meeting arrangements and follow-up; takes and transcribes minutes as required. Prepares materials and acts as additional support for MATC district board and committee meetings. Assists in development and monitoring of board requests, including board policies and procedures. Serves as administrative support for the annual District Board appointment process. Manages all day-to-day operations of the Office of General Counsel, including establishment and maintenance and development (as needed) of filing systems, case management systems, insurance reporting and underwriting documentation and systems and preparation of legal correspondence and documents as needed. Responsibilities also include maintenance of office supplies and coordinating repair and service of equipment as needed. Opens, prioritizes, distributes, and re-routes mail. Composes correspondence independently requiring knowledge of college policies, procedures, and practices in response to general inquiries and requests from Director’s or Board’s general direction. Monitors and tracks department budget including legal billings and fees. Prepares computerized methods of tracking legal fee expenditures, coordination of payment responsibility, and related matters. Assists college staff and department leaders with preparation and coordination of internal budget planning and documentation. Processes and tracks public records requests on behalf of the District and coordinates response to record requests including related notices and documentation. Independently responds to inquiries from employees and outside attorneys, citizens, etc., regarding matters pertaining to the legal issues of the college. Participates in meetings, workshops, seminars, and other professional activities; may serve as the meeting secretary; prepares meeting minutes. Coordinate with various stakeholders, external counsel and other vendors to obtain and exchange information and documentation related to legal, legislative and operational matters. Assess the urgency of situations and determine appropriate actions, monitor status of pending item, provide follow up and keep management informed by communicating a wide variety of information. Prepares a variety of materials for Vice President General Counsel, Assistant General Counsel and other stakeholders to include letters, memos, minutes, reports, charts, proposals, and other documents of a complex, technical and/or confidential nature. Conducts research and prepares reports concerning regulatory, compliance and legislative matters. Compiles data utilizing a variety of sources for use by the General Counsel in speeches, special studies, reports, or meetings as requested. Maintains and coordinates comprehensive office and confidential files; organizes, develops and implements new filing systems as required. Performs related duties as required for the effective and efficient operation of the institution.

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