Project Specialist I

3 weeks ago

Chicago, United States Chicago Transit Authority Full time

Under direct supervision, performs an array of tasks to assist the attorneys handling each lawsuit. The position will provide assistance to the Attorneys, Legal Assistants, Paralegals, and Docketing Clerk. They will also assist with the preparation of all documents filed with the court, documents related to discovery, dispositive motions, and all materials used during trials. The position would provide administrative support for both subrogation and criminal enforcement activities within the Law Department - including managing the files from inception until disposition of the case and answering subpoenas.

**Qualifications**

**PRIMARY RESPONSIBILITIES**

File management and docketing
- Creates and maintains hard copy files for criminal cases related to CTA.
- Creates and maintains records in docketing database software (RMIS).
- Prepares weekly court call of criminal cases in docket.
- Follows CTA Administrative Procedures (AP) to ensure compliance with record keeping guidelines regarding record retention.
- Oversees and coordinates the closed files and ensuring proper identification and labeling before shipping to records center.

Subpoenas
- Provides support to the attorney to answer and respond to subpoenas received from state and federal prosecutors and defense attorneys regarding criminal and traffic litigation.
- Drafts correspondence.
- Photocopies documents and duplicates video media.
- Monitors the progress of subpoenas received.
- Accepts service of CTA subpoenas for criminal and traffic cases.

Sorting Mail
- Reviews incoming incident reports received by the law department through interoffice mail regarding disturbances occurring throughout the transit system. Categorizes the reports into existing file systems. Correctly identifies and separates the criminal enforcement records from the non-criminal incidents that may involve civil claims.

Employee orders
- Prepares employee orders for court appearances and other documents (pay slips)
- Communicates with management and chief clerks to ensure compliance with employee orders
- Determines the worksites of CTA employees who are needed as witnesses.
- Acts as liaison between the CTA Law Department and all garages, terminals, and other work locations.
- Obtains reports and records from other departments such as repair estimates
- Gathers employee, incident, and court docket information using various databases, both CTA and public.
- Performs related duties as assigned.

**MANAGEMENT RESPONSIBILITIES**

Reporting to this position are the following jobs:
Job Title

**CHALLENGES**
- Files must be occasionally created on short notice and with incomplete information to meet court deadlines.
- Maintaining the high-speed, fast pace and organization necessary to keep up with multiple assignments and projects.
- Gathering information from various Authority departments to meet deadlines.
- Manage a high volume of records.

**EDUCATION/EXPERIENCE REQUIREMENTS**
- High school diploma required. Experience in an administrative position or project management related role preferred.

**PHYSICAL REQUIREMENTS**
- Requires remaining in a stationary position for extended periods of time and constantly operating a computer and other office productivity machinery.
- Service Area Requirement: Exempt (Non-Union) employees must live within the boundaries of the CTA Statutory Service Area either at the time of employment or within 6 months of beginning employment at CTA.

**KNOWLEDGE, SKILLS, AND ABILITIES**
- Working knowledge of customer service standards and methods.
- Working knowledge of project management methodologies.
- Working knowledge of administrative management policies and procedures.
- General knowledge of transit operations.
- General knowledge of law practices and principles.
- General knowledge of pertinent laws and regulations.
- Intermediate computer and analytical skills.
- Intermediate MS Office Suite (Word, Excel, PowerPoint) skills.
- Good oral and written communication skills.
- Good project management and analytical skills.
- Ability to work with sensitive information while maintaining strict confidentiality.
- Ability to report findings in a clear and concise manner.
- Ability to verify accuracy and completeness of forms and databases.
- Ability to present information and report updates effectively.
- Ability to gather and analyze information.
- Ability to work independently without supervision.
- Ability to work to collaborate and work in a team environment.

**WORKING CONDITIONS**
- General office environment

**EQUIPMENT, TOOLS, AND MATERIALS UTILIZED**
- Standard office equipment.
- Personal computer and related software, telephone, etc.

**Additional Details**

Please note, employees and/or union members will be given priority consideration in the hiring process, per the applicable labor contracts.

Applicants, if hired,must comply with CTA's residency ordinance.

CTA IS AN EQUAL OPPORTUNITY EMPLOYER

**Primary Location**: USA-Illinois-Chicago

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