Legal Assistant

Falls Church, VA
Jan 22, 2022
Jan 28, 2022
Full Time
Ellumen, named a Top Workplace by the Washington Post, is a small business headquartered in Silver Spring, MD. We provide a broad spectrum of information technology and ancillary services to government and commercial customers primarily within the healthcare delivery domain. We seek a Legal Assistant to join our team in support of the Defense Health Agency (DHA) Office of General Counsel (OGC) in Falls Church, VA.The OGC works closely with other OGC units in Aurora Colorado, Ft. Belvoir Virginia, and potential office connectivity in the near future with DHA OGC offices throughout the country. The Executive Legal Assistant provides critical support to the OGC and its government and contracting staff by completing incoming/outgoing subpoena requests, coordinating staff travel arrangements, providing government staff timecard oversight, performing recordkeeping tasks, providing reception/phone coverage, daily email management, assisting government and contractor staff with the scheduling of teleconferences and meeting rooms, completing professional credential reimbursements, updating directories and personnel rosters, maintaining and updating position continuity documents, assisting attorneys with the dissemination of Final Decisions, maintaining the law library, coordinating professional conferences and the establishment of meetings and trainings for government and contract staff.Duties and Responsibilities:Subpoenas and Requests for Records: incoming request, check for previous case(s), verify/search social security number in Defense Enrollment and Eligibility Reporting System ("DEERS"A' ), build LEAP case, assign action officers, scan and upload incoming documents, and duplicate Third Party Liabilities to Claims Collection. Outgoing request: proofread/verify attorney responses and e-mail Release of Records memo to Privacy and Civil Liberties office (as appropriate), print letter and envelope, and mail. Document Legal Efficiency Automation Platform ("LEAP"A' ) case, upload outgoing documents, and complete task to close case. Correlate with law firms, record retrieval companies, regional contractors, and other government agencies.Travel: create, coordinate, review, modify, and monitor travel authorizations and payment vouchers in the Defense Travel System. Assist staff with Mission Essential Travel Authorization forms and problem arrangements.Recordkeeping: track all tasks, deliverables, projects, training, and additional duties for Telework Summary reports and KBR Monthly Progress Reports. Prepare and submit reports.Reception/Phone Coverage: answer incoming calls, assist caller, write and deliver messages, route to voice mail or escort call to proper person. Greet, assist, and escort visitors to the Office of General Counsel.E-mail Management: analyze and act upon incoming messages. File in outlook folders, as appropriate, or purge. Save attachments to personal or shared drives in documents, templates, forms, etc. for future access.Assist Government and Contractor Staff: file, proof, scan, copy, print, label, index, mail, FedEx, and/or create binders for documents. Monitor, order, and stock office supplies. Train and assist with office equipment; submit and monitor repair tickets if necessary. Coordinate office training and team-building events. Process or distribute mail. Scheduling- create, maintain, and utilize calendars for scheduling teleconference lines and OGC workroom. Schedule conference rooms within Aurora facility using shared room calendars or coordinating with Support Services for controlled conference rooms. Assist Deputy General Counsel (DGC) and staff in scheduling meetings in Outlook.Directories and Personnel Rosters: update and distribute office phone directories. Provide OGC and DHA directories to DGC, Contract Law supervisor, and Office Manager. Confidentially maintain OGC Aurora personnel emergency contact roster.Final Decisions: incoming - receive, prepare, assign, build LEAP case, and distribute Final Decision binders to assigned attorney. Completed by attorney - proofread, prepare packet, upload documents, and e-mail to DHHQ. Returned signed from DHHQ - Prepare and upload Final Decision documents and return to Appeals and Hearings.Law Library: log receipt of library materials, route publications, organize, and monitor library contents. Maintain schedule, order, and stock publications and new editions. Correlate with budgeting staff for funding.Meetings and Training: attend required meetings and training. Complete Government and Contract Company training online.Office Supplies: Order office supplies for staff and maintain the supply cabinet.Monthly Office of General Counsel Attorney Report: Compile data, proof reading, and distributing report to Deputy General CounselMinimum Qualifications:Proven ability to multi-task, stay organized, prioritize in a busy government legal environment.Experience and proven longevity in a law firm or legal department.Legal Assistants Certification (Maintenance Certification) through the National Association of Legal Assistants (NALA) preferred.Proven proficiency with processing (incoming/out coming) subpoenas for a legal office/entity.Proven proficiency with creating, coordinating, reviewing, and modifying travel authorizations.Proven proficiency with preparing and submitting timecards.Proven proficiency with performing all legal office recordkeeping functions.Proven proficiency and professionalism in providing reception and phone coverage in a legal organization.Proven proficiency and professionalism with email management.Proven proficiency in scheduling meetings, teleconferences, maintaining directories, and personnel rosters and staff calendars.Proven proficiency in working with attorneys in the processing of Final Decisions.Proven proficiency with maintaining and updating a law library.Must be aU S. Citizen and have ability to obtain a Public Trust Security Clearance.Other Requirements:Must be fully vaccinated against COVID-19 to startWe are committed to creating a diverse environment and proud to be an equal opportunity/affirmative action employer. Applicants can learn more about the company's status as an equal opportunity employer by viewing the federal "EEO is the Law" poster at Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, disability, age, or protected veteran status.XJ6

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