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Legal Administrative Assistant

Location: 

Oklahoma City, OK, US, 73120

Req ID: 204623 

 

<span style="font-family:"Tahoma",sans-serif">BASIC PURPOSE<span style="font-family:"Tahoma",sans-serif">: Provide full range of secretarial and administrative support to multiple members of the Legal Services

<span style="font-family:"Tahoma",sans-serif">department, including clerical, receptionist, technical and organizational assistance. Project a professional Company image

<span style="font-family:"Tahoma",sans-serif">through in-person, telephone and electronic communication.

<span style="font-family:"Tahoma",sans-serif"> 

<span style="font-family:"Tahoma",sans-serif">MAJOR RESPONSIBILITIES:

  • <span style="font-family:"Tahoma",sans-serif">Perform general clerical duties, including but not limited to, photocopying, faxing, scanning, emailing and mailing (including UPS and Certified Mail using electronic systems).
  • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Timely log contracts and other documentation (and scanned items) into the department’s document and contract management systems.
  • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Assist attorneys and other legal staff members in administering the department’s e-billing and matter management system.
  • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">General electronic research, including Secretary of State websites for status of entities.
  • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Edit and proofread correspondence, pleadings, contracts or other documents for grammar, spelling and punctuation with high degree of accuracy, and file or distribute items, as requested.
  • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Timely create new legal project files; ensure correspondence and information are promptly added to files; and maintain an organized legal file system consistent with departmental requirements.
  • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Handle multi-line telephone system in professional and appropriate manner, providing prompt written messages and callback requests.
  • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Screen mail, faxes and other deliveries and respond to, act on or route to Legal team members, as appropriate.
  • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Prepare correspondence, reports and materials, as requested, for use by legal team members, clients and/or third parties.
  • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Maintain current and accurate legal dockets and databases and properly distribute the same to legal team members, clients or third parties, as assigned.
  • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Assist in administrating various legal and non-legal processes, procedures, and projects. 
  • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Research and make travel and lodging arrangements and submit travel expense reports.
  • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Setup and coordinate conference calls and meetings and greet clients and Company visitors.
  • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Review vendor bills for accuracy; timely present bills for appropriate approval and to accounts payable for processing; track and follow-up on billing and payment process steps, as necessary.
  • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Ensure assigned legal team members’ and departmental paper and office supplies are fully-stocked and ordered, as required.
  • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Assist in researching and presenting information on work-related technologies, processes and resources.
  • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Frequent pickup and delivery of documents to and from locations on and off corporate campus and running of additional department errands, as needed.
  • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Maintain professional and technical expertise through participation in continuing education.
  • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Uphold the highest standards of confidentiality and discretion as to departmental dealings, information, projects and issues.
  • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Assist attorneys in getting matters timely entered in the department’s matter management system.
  • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Help ensure compliance with department retention schedule of all hard files and submit to responsible attorney for approval to shred.
  • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Assist Real Estate Paralegals with real estate hard files and closing binders.
  • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Other duties assigned as needed.
    <span style="font-family:"Tahoma",sans-serif"> 
    <span style="font-family:"Tahoma",sans-serif"> 
    <span style="font-family:"Tahoma",sans-serif"> 
    <span style="font-family:"Tahoma",sans-serif"> 
    <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">EDUCATION AND EXPERIENCE:
  • <span style="font-family:"Tahoma",sans-serif">Education:
      • <span style="font-family:"Tahoma",sans-serif">HS Diploma or equivalent required
  • <span style="font-family:"Tahoma",sans-serif">Experience:
  • <span style="font-family:"Tahoma",sans-serif">Minimum of two years’ experience as an administrative assistant or legal secretary in a law firm or corporate legal department; Public Notary designation (or willingness to pursue, if requested)
    <span style="font-family:"Times New Roman",serif"> 
    <span style="font-family:"Times New Roman",serif"><span style="font-family:"Tahoma",sans-serif">SKILLS AND PHYSICAL DEMANDS:
  • <span style="font-family:"Tahoma",sans-serif">Skills:
  • <span style="font-family:"Tahoma",sans-serif">Proficient in Microsoft Office, ability to learn new software applications and programs, ability to type efficiently and accurately and to transcribe from voice messages or handwritten drafts and notes, ability to communicate effectively (both orally and in writing) with diverse individuals and to consistently handle interpersonal situations in a professional and respectful manner, strong written and oral communication, comfortable handling multiple interruptions and adjusting priorities throughout the workday, excellent memory and organizational ability in order to set priorities, organize workload, handle multiple responsibilities simultaneously and to meet deadlines; sufficient arithmetic skills to perform routine accounting and mathematical computations
    <span style="font-family:"Times New Roman",serif"> 
  • <span style="font-family:"Tahoma",sans-serif">Typical Physical Demands:
    • <span style="font-family:"Tahoma",sans-serif">Requires prolonged stationary positions and some position of self to access under desk storage or low filing drawers
    • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Occasional moving of equipment and/or supplies up to 25 pounds.
      • <span style="font-family:"Tahoma",sans-serif">Continuous operation of office equipment, e.g. computer keyboard, copy machine, printer, and calculator
      • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Ability to perceive sound at normal speaking levels with or without correction, and visual acuity to perform activities such as preparing and analyzing data and figures, transcribing, viewing a computer terminal, and extensive reading.
      • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Occasional evening or weekend work.
      • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">Requires a valid Oklahoma Driver’s License and access to transportation
      • <span style="font-family:"Tahoma",sans-serif"><span style="font-family:"Tahoma",sans-serif">To the extent personal vehicle is used for department errands, vehicle must comply with all state requirements (e.g., compulsory insurance coverage, registration, etc.).

Job Function(s): Corporate 

 

Love’s Travel Stops & Country Stores is the industry-leading travel stop network in the United States. For more than 55 years, we’ve provided customers with highway hospitality and “Clean Places, Friendly Faces.” We’re passionate about serving drivers with clean, modern facilities stocked with fuel, food and supplies. We offer meals from popular restaurant chains, trucking supplies, showers and everything needed to get back on the road quickly. The Love’s Family of Companies includes:

  • Gemini Motor Transport, one of the industry’s safest trucking fleets
  • Speedco, the light mechanical and trucking service specialists
  • Musket, a rapidly growing, Houston-based commodities supplier and trader
  • Trillium, a Houston-based alternative fuels expert

 

The Love's Experience

Love’s was founded in 1964 on the values of integrity, customer focus, strong work ethic, innovation and perseverance. We are looking for these in every person we hire. No matter what job you do for Love’s, your commitment to these values will not only continue our legacy of growth, it will also ensure your successful career.


Nearest Major Market: Oklahoma City
Nearest Secondary Market: Oklahoma

Job Segment: Accounts Payable, Secretary, Clerical, Real Estate, Administrative Assistant, Finance, Administrative, Sales