Legal Secretary II

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Legal Secretary II
The candidate will serve as the Legal Secretary to our Healthcare Team. This position requires application of specialized knowledge of legal proceedings and knowledge of attorneys’ practice areas to ensure that proper procedures and regulatory requirements are met. Will act as a point of contact between in-house attorneys and various federal and state judicial personnel, co-counsel law firms, opposing counsel, witnesses, mediators, court reporters, clients, and the general public. Serve as a Legal Secretary to five or six Assistant Attorney Generals by performing complex legal secretarial and administrative duties. Reports to the Healthcare Team Leader and requires attention to detail, the ability to meet tight deadlines, and efficient organizational skills. A high level of integrity and discretion in handling confidential information, and professionalism in dealing with professionals inside and outside the UW and AGO is key. This position will perform special projects as requested and gather, organize, and prepare data for inclusion in reports. Present information in a form that will aid division staff and attorneys in accomplishing work and making decisions. Handles sensitive and timely internal, AGO-related and client-related communications. Reviews work of clerical staff (e.g. students and Office Assistants) to assure that input/output is in conformance with rules, law, policy and standards. Explains, interprets and carries out complex rules, policies and operating procedures. Represents the Team Leader in administrative matters (phone calls and other follow-up). Assists with administrative record-keeping such as monthly reports and reminders to attorneys for deadlines. Schedules hearings, completes complex case entry into state litigation database, and prepares daily and weekly schedules. Maintain calendars for the health care attorneys; schedule meetings and events, and respond to inquiries for availability. Work with support staff from many offices on and off campus to schedule complex, multi-attendee meetings; ensure that each party concerned with the meeting is clear as to date, time, location, attendees, and purpose of meeting. Send out meeting reminder notices as needed. Print out meeting agendas and attachments for the attorneys’ meetings. Meet with attorneys individually as needed to discuss projects or scheduling issues. Assist with case preparation. File court pleadings and correspondence. Update Law Manager with case information. As appropriate, independently prepare pleadings or correspondence for attorney signature. Critical Events – start new case files for Risk Management cases, input new case information into Law Manager, file incoming pleadings and correspondence related to RM cases. Update attorneys’ calendars with critical events and court dates. Review incoming guardianship requests for completeness and accuracy, if there are problems, work with social worker to fix, ask attorney for approval and send to SAAG, assist SAAG and staff as needed, input information into guardianship database and Law Manager, save guardianship pleadings for each AIP. Prepare and/or edit pleadings, letters, memos, and any other documents needed by the attorneys. Edit and/or update PowerPoint presentations. Answer questions and communicate with the hospital social workers as needed. Contributes to team efforts such as developing procedures for private health information (PHI) and compliance with HIPAA; also serves on key interview teams. Assist attorneys with their client advice filing per individual attorney needs. Open, close, and retrieve files. Serve as back-up legal secretary for the employment team. Answer receptionist and student questions regarding incoming calls and visitors. Screen calls to attorneys and respond to inquiries for information while maintaining confidentiality per AGO and office policies. Pass on information to clients as directed by attorneys. Contact attorneys when urgent calls come in. Check mail for urgent items needing immediate attention. Assist paralegal as needed. Scan and copy documents. For attorneys working outside the office, communicates with the attorneys by e-mail and phone, often sending them documents to work on.

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