Legal Administrator

PenBay Technology Group; Arlington (VA); On-site; USD 55,000 - 75,000; Full time

Job summary

PenBay Technology Group seeks a Legal Administrator to provide full-time on-site support as part of a contract team with the DoD Office of the General Counsel (OGC).

The role requires coordinating with OGC offices, Directors, and Associate General Counsels; editing and filing legal documents; managing calendars, travel arrangements, and office duties; and handling DTS administration for the organization. A minimum Associate’s degree or two years of related admin experience is expected.

Qualifications

• Associate degree or two years relevant administrative experience.
• Ability to read, interpret, and understand legal documents.
• Experience coordinating with government offices and attorneys.

Responsibilities

• Coordinate with OGC offices, Directors, and Associate General Counsels.
• Edit documents and manage legal files using MS Office and databases.
• Open/close actions in STS and CATMS; support DTS administration.
• Maintain calendars, answer phones, arrange travel, and manage files.
• Track taskers, prepare reports, and assist in scheduling meetings.

Skills

Strong organization

Multi-tasking

Communication with attorneys

Team player

Education

Associate’s degree

Two years relevant administrative experience

Tools

MS Office

SharePoint

Defense Travel System (DTS)

Job description

PenBay Technology Group is seeking a Legal Administrator to provide full-time support on-site working as part of a contract team with the DoW Office of the General Counsel (OGC).

Job Description

• Coordinate closely with OGC offices, Directors, and Associate General Counsels for those offices and other Government and contract personnel staffing these offices.
• Communicate with OGC clients regarding the staffing of their packages, taskers, cases, and other related matters.
• Edit and incorporate edits from attorneys onto working legal files using MS Office and various databases, including SharePoint.
• Open and close actions using the OGC suspense tracking system (STS) data file system and the OSD CATMS system.
• Support efforts by performing search and data entry in the systems.
• Perform both general office duties and advanced administrative support activities that require independent judgment and a thorough knowledge of policies and procedures.
• Provide office management support that includes but is not limited to: Answer phones, maintain calendars, escort non-cleared visitors in the office, maintain files (hard and electronic), records management efforts, prepare correspondence, make copies, scan documents, produce files, assist in scheduling monthly reports, provide clerical work, forms management, equipment accountability, and maintain basic office functions.
• Coordinate packages within OGC, and with other OSD offices, the Joint Staff, DoD components and agencies, and other U.S. Government departments and agencies.
• Receive and examine incoming requests, reports, and correspondence.
• Review outgoing correspondence for signature or clearance for format, typographical accuracy, conformance with procedures/instructions, and consistency with other material cleared or in preparation.
• Attend OGC and/or local DOJ training and other relevant training, as needed.
• Prepare travel arrangements for the Deputy General Counsel and other federal staff.
• Utilize the Defense Travel System (DTS) and assist with overall DTS administration for the organization, including but not limited to: Acquire and update personnel data that will be used to establish traveler profiles in DTS.
• Maintain updates to DTS when changes occur due to personnel actions within the organization.
• Prepare authorizations.
• Receive and review authorizations and vouchers in the system.
• Upload travelers manually prepared and signed vouchers and all receipts into the system for approval by the Authorizing Official.
• Screen and/or verify all receipts and ensure requests for payment are complete, accurate, and conform to all applicable.
• Report problems to the Travel Assistance Center and follow up on fixes.
• Remain current on all DTS changes.
• Assist in travel arrangements for offices, to include execution under the parameters of the DoD travel regulations.
• Track leave, travel, and other absences of office personnel.
• Arrange Government staff entrance into various meeting locations and assist in securing parking.
• Escort clients and visitors to the office for meetings with senior leadership.
• Perform appropriate open and close procedures of secure workspaces and areas.
• Hand-carry legal actions to other coordinating offices.
• Be responsible for the distribution of incoming and outgoing official mail.
• Prepare daily leadership books for the Deputy General Counsel as needed.
• Address and manage office workflow tasks (tracking, organizing, and archiving) and knowledge management activities for Government attorneys and contractor staff, including but not limited to, managing office logistics and supply, developing, and maintaining office standard operating procedures and personnel administrative support.
• Maintain files and records and perform office administrative duties to include copying and distribution, data input, and database management.
• Track and coordinate all taskers within the office to ensure deadlines are met.
• Manage calendars and organize office-level meetings, entrance into various locations, parking, materials, and equipment.
• Support efforts with utilizing the International Agreements Database (IAD) by performing search, data entry, and scanning.
• Collect and process office burn bags.
• Assist in updating information contained in the OGC law library.
• Assist with time sheets.

Clearance Requirement

DoD Top Secret with SCI Eligibility

Temporary Position

This is a temporary full-time position for 3 months.

Requirements

Educational Requirement

• Associate’s degree or two (2) years relevant administrative experience.
• Required Experience/Skills: Two years (2) of experience relevant providing office support including completing coordination packages and processing records.
• Ability to accomplish tasks utilizing strong organizational and administrative skills; an ability to read, interpret, and understand legal documents and research legal sources; and communicating clearly to attorneys.
• Understanding of DoD, Joint Staff, and the Military Departments standards of practice.
• Leverage established relationships with other DoD components and agencies.
• Flexible team player and capable of interacting at all levels within the customer space as well as other parts of the defense community.
• Motivated, self-starter with the ability to accomplish tasks under pressure with limited supervision.
• Strong ability to multi-task, flexibility to accommodate time-sensitive and mission-critical work.

Desired Clearance/Experience/Education

• Bachelor’s Degree.
• Previous government, law office, corporate general counsel office, or JAG office experience.
• DoD experience.
• Working knowledge of the Defense Travel System (DTS).