ADMINISTRATIVE SPECIALIST - 50541

Job Summary

The Administrative Specialist – Legal is a motivated, strategic problem-solver interested in seeking excellence, innovation and improvement in the functionality and efficiency of the TRS legal department and its support from other TRS departments.  The Administrative Specialist – Legal performs comprehensive administrative support to the TRS attorneys.  This role requires use of prudent judgement, the ability to conduct business in a confidential and professional manner, strong verbal and written communication and organizational skills, an eye for detail, and the ability to manage multiple tasks with precision.  Responsibilities will span a range of administrative and operational tasks – from organizing and managing the Legal team’s confidential files, coordinating with other TRS departments concerning functional / operational legal matters, receiving, and directing incoming calls and communications from external parties for TRS attorneys, managing annual legal requirement checklist to help ensure attorneys provide required work on a timely basis, to formatting and proofreading legal documents.

Essential Functions

• Protect and preserve strict confidentiality of legal department information, using prudent and professional judgment.
• Provide efficient and effective administrative assistance to department attorneys, aiding them in fulfilling their legal responsibilities.
• Handle a diverse range of detailed, confidential administrative tasks to facilitate the smooth functioning of the team.
• Oversee meticulous management of legal file system, with recurrent interest in finding ways to improve the system to help ensure attorneys can find and access documents in an efficient manner, while also making sure to update members’ STAR profile or other member records as necessary.
• Oversee legal department’s execution of annual “to-do” list comprised of items the legal department must fulfill on a uniform basis throughout the year to ensure matters are completed on a timely basis.
• Assist in execution of record retention policy for the legal department.
• Assist attorneys in managing daily workflow associated with Qualified Illinois Domestic Relations Orders (QILDROs), legal subpoenas, and benefit estimate provision for member divorce matters, utilizing the TRS member benefits administration database to process daily QILDRO and divorce-related workflow and address inquiries regarding the same.  

Essential Functions (Continued)

• While assisting with legal matters (for example, QILDRO and divorce matters), communicate professionally and effectively with TRS members, spouses, external counsel, and internal stakeholders, and accurately relay information to attorneys on a timely basis.
• Prepare attorney travel arrangements and manage related activities as the department travel coordinator.
• Assist attorneys in preparing TRS administrative rules and provide administrative support during the rulemaking process. 
• Assist attorneys in fulfillment of various department functions, including FOIA request administration and management of FOIA website, budget management, and legal library maintenance.
• Assist attorneys in preparing documents, using computer software applications (for example, legal memoranda, reports, spreadsheets, and letters).
• Stay informed and seek educational opportunities to learn about advancements in software technology that will enhance efficiency and effectiveness in legal department functionality.
• Handle other incoming calls, emails, and correspondence, redirecting or responding as appropriate, and handle outgoing legal department correspondence.
• Research the status of court cases, request court documents, maintain files, and handle issuance and sending of subpoenas for felony forfeiture investigations.
• Manage legal department workflows within Laserfiche and work with relevant IT staff to improve and implement workflow solutions.
• Demonstrate flexibility in handling diverse tasks and adapting to changing priorities in a dynamic legal environment.
• Assists with projects as needed.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities

• Ability to maintain strict confidentiality and protect legal department information.
• Ability to always use prudent judgment and discretion and act in a professional manner.
• Strong verbal and written communication skills.
• Strong organizational skills.
• Attention to detail and ability to manage multiple tasks with precision.
• Proficiency in Microsoft Office Suite, Teams, and other relevant software applications.
• Ability to work collaboratively in a team environment with a positive attitude.
• Ability to be flexible in handling diverse tasks and adapting to changing priorities.

Minimum Requirements

• A minimum of 3 years of experience in an administrative role or legal assistant.
• An Associate’s degree in Business Administration or a related field, or experience in lieu of a degree.