Executive Legal Assistant to the General Counsel
Fort Pierce Utilities AuthorityPosition Summary and Qualifications
Salary is just one component of FPUA's excellent total compensation package. As an organization, one of our top priorities is to maintain the health and wellbeing of our employees and their families. To achieve this goal, we offer market leading benefits as summarized under the “Benefits” tab above the Description within this job posting. The salary range shown represents the minimum to midpoint salary for this position. The actual salary offered will depend on qualifications and experience.
Under the supervision of the General Counsel, the Executive Assistant to the General Counsel provides a broad range of routine paraprofessional, technical, and administrative support services to the General Counsel, who reports directly to the FPUA Board, in an energetic, collaborative office that provides legal advice to the FPUA Board, leadership, and staff. Prepares various routine and specialized administrative documents and correspondence. Performs legal secretarial and administrative work of standard professional difficulty, and assists in routine aspects of potential litigation, legal and/or factual research and analysis, and drafting of documentation.
The Office of the General Counsel is a fast-paced, high volume workplace responsible for the entire range of legal matters for the FPUA including legal advising in such areas as utilities, labor and employment, public records, public finance, procurement, purchasing and contracts, real property matters, risk management and compliance. The Executive Assistant’s activities are performed independently in a dynamic office environment that is critical to successful delivery of the FPUA’s mission. This position has access to highly sensitive, confidential information involving the entire spectrum of the FPUA’s legal affairs and must maintain absolute discretion at all times.
General knowledge of:
- Contract review and drafting contract provisions.
- Contractual risk transfer, limitation of liability and indemnification provisions.
- Liability claims processing.
- Principles of loss prevention and risk identification.
Ability to:
- Establish and maintain effective and positive working relationships with Board members, FPUA employees, representatives of other organizations and the public.
- Work independently with minimum supervision and handle multiple tasks at one time.
- Use sound professional judgment in decision-making and handle sensitive information confidentially.
- Research information, analyze facts and circumstances, and suggest an appropriate response.
- Compose correspondence, prepare reports, and maintain records.
- Must be detail oriented and able to manage multiple projects at the same time in a high-volume, fast-paced environment.
- Communicate technical contract information with nontechnical personnel and vendors in order to reach an appropriate conclusion in a timely manner.
- Understand of the Charter and Code of Ordinances of the City of Fort Pierce and Florida Statutes.
Graduation from an accredited college or university, with at least three (3) years relevant work experience in a comparable analytical discipline.
Work experience in a legal setting as a legal secretary or paralegal is preferred.
Experience working with public boards, committees, or other similar local government bodies is preferred.
Two (2) to four (4) years of progressively responsible work experience reviewing and administering contracts, and working with insurance and claims is preferred.
Proficiency with Adobe Acrobat Pro, Microsoft Office Suite, including Word, Excel, and PowerPoint demonstrated by achieving a score of at least 85% in basic Word and 70% in basic Excel skills test.
A comparable amount of training and experience may be substituted in lieu of some of the minimum qualifications.
(Note: There are also secondary functions, which the employee will be required to perform.)
Reports to and is directly responsible for legal secretarial and administrative support services for the General Counsel.
Manages complex calendaring of busy, fluctuating schedules that often conflict, including adding, canceling and editing meeting requests, as well as ensuring timing and logistical details are in place.
Prepares agenda items and backup documentation for FPUA Board meetings.
Coordinates accommodations, logistics and expense vouchers for meetings, training and travel for the General Counsel.
Receives, examines, verifies, pays and maintains files for invoices and purchase orders for the General Counsel.
Orders supplies and processes purchase requisitions.
Prepares a wide variety of documents under supervision; operates computer to compose, edit, revise, tabulate, and print letters and legal documents.
Establishes and maintains a file tracking system, databases, records, and/or other documents.
Assists directly in a wide-range of administrative and operational functions.
Takes dictation and/or transcribes tape recordings; processes a variety of correspondence, memoranda, reports and documents using prior documents for format; utilizes standard word processing, spreadsheet and database applications including Word, Excel, PowerPoint, and Adobe; prepares agendas and may attend and take minutes of meetings.
Maintains hard copies of certain documents.
Calendars and monitors time-sensitive deadlines for claims, litigation, and other legal proceedings.
As specifically directed by the General Counsel, conveys routine information to management regarding legal matters.
Researches and analyzes federal, state, and local statutes, ordinances, court decisions, legal documents, and articles for use in preparing legal documents, opinions, contracts, ordinances, and resolutions under the direct supervision of the General Counsel.
Compiles, reviews, and organizes evidence and other information for administrative agencies such as the Equal Employment Opportunity Commission.
Provides support in litigation such as document production and serves as liaison to outside attorneys.
Provides support in responding to Public Records Requests.
Performs all investigation, organization, research, and background work needed for grievances, claims, and lawsuits from inception through discovery and trial.
Maintains confidential files; contacts directors and staff, members of the FPUA Board, public agencies, judicial staff, opposing counsel and members of the public to obtain or transmit information for the General Counsel.
Serves as liaison between the General Counsel, management, staff, representatives of community agencies, and the general public by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining FPUA policies and procedures or referring callers to appropriate persons.
Prepares, proofreads, and reviews materials such as legal documents, easements, annexation agreements, contracts, amendments, and resolutions to ensure accuracy of information, clarity of language, conformance to standard legal style, consistency between clauses and/or provisions, verification of accuracy and pertinence of citations and code references through use of computer research, and other legal references; verifies completeness of appropriate supporting documentation; notes necessary changes, additions, deletions, and corrections for review and approval by the General Counsel.
Coordinates with customers, claimants, insurance providers and FPUA departments to prepare, coordinate, and analyze any property damage and personal injury claims filed by customers or others.
Maintains the claims database, monitors the status of claims, and mitigates claim risk(s).
Follows up as needed to expedite review, settlement and reimbursement to close out claims in a timely manner.
Arranges meetings, interviews and depositions as needed for claim investigation and litigation matters.
Reviews results of accident and claim investigations, and makes recommendations to management on changes to policies and procedures as may be appropriate to reduce enterprise risk.
Corresponds with insurance company on legal matters.
Serves as back up for the Executive Assistant to the Director for preparation of agenda packages for board meetings and serving as staff secretary to the board during public meeting.
Performs other duties as assigned.