Administrative Assistant to Deputy Corportation Counsel

The City of Chicago Department of Law is seeking an Administrative Assistant to the Deputy Corporation Counsel for the Appeals Division.

Appeals Division attorneys handle all appellate work on behalf of the City and its employees, and practice in the Illinois Appellate Court, Illinois Supreme Court, U.S. Court of Appeals for the Seventh Circuit (and occasionally other Circuits) and the U.S. Supreme Court. Some of the essential duties of this position include, but are not limited to:

• using Microsoft Office including but not limited to Microsoft Word, to prepare correspondence, filings, and other documents;
  Outlook, for emailing, calendaring, scheduling; and SharePoint, for tracking division members' use of time off and work from home.
• using Litify case management system to docket case events and documents.
• managing settlement processing.
• preparing and submitting expense reimbursements for division personnel.
• ordering office supplies for the division.
• organizing and maintaining paper and electronic files, including warehousing of paper files.
• maintaining paper files of Deputy and Chief and storing closed files.
• screening telephone calls and visitors, scheduling appointments, and organizing meetings.
• coordinating travel arrangements, including but not limited to coordinating with DOL administration, OBM, and others, making travel arrangements, and preparing internal documentation relating to travel.
• serving as the division point person on administrative tasks, including but not limited to time allocation reports, and the division's go-to person for administrative questions and concerns, including but not limited to guidance on how to complete administrative forms.
• verifying and maintaining the official timekeeping records for the division attorneys and staff; assisting division personnel with timekeeping questions (such as how much benefit time they have remaining in a year, what time they swiped in, etc.)
• preparing weekly report on new Seventh Circuit decisions.
• preparing bills of costs in Seventh Circuit cases and preparing follow-up letter to opposing side.
• managing production of paper copies of briefs and deliveries to courts, as well as prompt receipt of appellate court opinions from the clerk's office.
• maintain Outlook calendar of Appeals personnel time off and work from home days.
• preparing required paperwork and related tasks associated with engagement of outside counsel.
• processing invoices for outside counsel (from Counsel Link) and printing.
• reviewing Law Bulletin for oral argument announcements and upcoming opinions.
• coordinating the onboarding of new staff and volunteers to the division.
• providing general administrative support to the division.