File Clerk & Administrative Coordinator

POSITION DESCRIPTION

SUMMARY:

The File Clerk and Administrative Coordinator is a highly organized and detail-oriented team player who will provide first line operational support to the legal department of a fast-paced organization operating in complex environment(s). This person’s primary focus will center on legal/compliance operations and administrative support, including corporate budget/expense management, corporate recordkeeping/contract management, regulatory and corporate compliance, general licensing support, and intake management.

S/he will contribute as a valued member of a team focused on excellence and customer service. The ideal candidate is an organized self-starter motivated to work both independently and with a team.

• File Clerk.
  • Drive corporate compliance initiatives of General Counsel and other legal personnel to ensure compliant corporate minute books, complete corporate records and access to other compliance repositories.
  • Serve as contract lifecycle management database (Conga) Subject Matter Expert (SME) on behalf of legal team, supporting Director of Enterprise Risk and Contracts Administrator Conga audit and owning remedial efforts.
  • Conduct audits of HighQ matter management record of truth for accuracy and necessary updates weekly.
  • Conduct additional ad hoc auditing of records/systems/documents as necessary.
• Expense Management.
  • Own compilation and quality control of expense reporting, ensuring accurate Cost Code allocations appropriate JV / store level cost center.
  • Handle to completion all Licensing check requests and escalated ACH/ Wires/ CC payments to drive associated savings from late and credit card fees.
  • Own invoice tracking to Self Insured Retention (SIR) limits and reconciliation of Legal Tracker budget/case assessment submissions for risk workstream.
  • Review weekly/ monthly exception reports for verification and revision.
• Compliance Coordination and Logistics.
  • Create/ own system for tracking various Compliance and Licensing timelines, follow-ups and managing of critical dates.
  • Facilitate licensing team with management of inspections to ensure visibility for all corporate and field stakeholders.
  • Assist Compliance team with managing pertinent Enterprise Risk milestones, remediation plan updates, and touch base meetings to ensure timely preparation of key deliverables.
• Joint Venture Compliance.
  • Own administrative work (e.g., coordinating, auditing calendar invites for meeting dates/ invitees, addition of new entities to tracker(s), general tracker maintenance and clean up from field inputs, etc.) associated with the company’s voluminous JV entities/ partners.
  • Maintain maintenance of and preparation for “rollup tracker” quarterly meetings with operations leaders to ensure comprehensive compliance in JV and ACDBE matters.
• Licensing Support.
  • Support Licensing team with various administrative tasks including but not limited to gathering and handling of documents for stakeholders, securing and circulating digital copies and saving in secondary back-up location.
  • Handle intake of licenses and related documentation via mail and ensure appropriate distribution within legal department (and company, as necessary) for handling.
  • Assist with the maintenance of License Pro system and ensure all licenses are properly entered/tracked/maintained.
  • Facilitate developing and maintaining policies and procedures for Licensing Compliance software, along with custom “Renewal Instructions” for internal license personnel, within each state/county/city based on independent research of requirements.
  • Complete other administrative duties required as part of the licensing process, including but not limited to the distribution and filing of license copies.
  • Assist with legal tracker workflow and invoices on behalf of licensing team, including assistance with matter creation from engagement letters and creation of reporting.
• Legal Department Support.
  • Maintain Continuing Legal Education tracking and systems spreadsheet(s), including details of memberships, renewals and subscriptions.
  • Maintain and periodically update access to critical mailboxes (e.g. privacy, legal notice) and other legal…