Administrative Assistant III-Legal Secretary

EOE Statement
We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

About the Organization
IBEX IT Business Experts (IBEX) is an award-winning Professional Services firm specializing in Training, Certification, Learning & Development, Consulting, Support Services & IT Solutions.
IBEX IT Business Experts

IBEX is a proven reliable, responsive contractor with exceptional internal subject matter experts and an extensive network of qualified partners and consultants. Our focus is on supporting and promoting world-renowned, industry-recognized frameworks and standards. In doing so, we help our clients develop world-class, business-centric services and business change environments.

IBEX is an 8(a) and Women-Owned Small Business (WOSB), certified through the Small Business Administration (SBA) and the Women's Business Enterprise National Council (WBENC) respectively. In 2020, IBEX obtained ISO 9001:2015 certification for its Quality Management System. In 2021, the Inc. 5000 list identified IBEX as one of the fastest growing small businesses in America for the fourth year in a row.

IBEX has a strong level of past performance with IT Best Practices, Learning Solutions, and Support Services. Our consultants and trainers are highly sought after by clients including the COX Enterprises, US Army, US Air Force, Centers for Disease Control and Prevention (CDC), and National Aeronautics and Space Administration (NASA).

Category
Administration

Description

The Company:

IBEX IT Business Experts (IBEX) is a nationally recognized project management, training and professional services firm focused on supporting the needs of both Government and commercial sectors. For the third year in a row, IBEX has been named to the INC 5000 list of fastest growing companies. This year, #802 and #31 in Georgia, after having placed #806 in 2019. Additionally, we are a past recipient of the American Express 'On the Rise' Government Contractor of the Year award and in 2021 was named to the Georgia Fast 40 list of fastest growing companies in the state. IBEX has grown substantially year over year since its founding in 2012.

At IBEX we truly believe in the importance of a strong team to deliver results to our customers. We execute by using a "TEAM FIRST" mentality, as we all pitch in to help each other out to ensure we are all a part of the solution. We excel because we all come from very different backgrounds, yet all fit into a culture that encourages an entrepreneurial thought process. It is our IBEX employees that strengthen our organization. Come be a part of our great team

Job Description

Position: Administrative Assistant III- Legal Secretary

Government Client: DOT

Location: Lakewood Colorado

Required: No Security Clearance Required

Schedule: Full Time - pending contract award

**Attach Resume upon applying

Job Summary:

IBEX IT Business Experts, LLC is looking for an Administrative Support III with significant experience in the administrative clerical procedures and systems such as word processing, spreadsheets, managing files and records, transcription, designing forms, and other office procedures and terminology. Experience with technical editing and bringing together multi-disciplinary/multi-authored documents is a plus. The ideal candidate must possess knowledge and experience in the principles and processes for providing customer service. It is essential that the Administrative Support III maintain effective relations (customer service) with clients, and staff including a needs assessment to meet quality standards for services.

We are looking for a qualified candidate that possesses a minimum of one full year of specialized experience, three plus years is preferred. Specialized experience that has equipped the candidate with the knowledge, skills and abilities to perform successfully the duties related to the position of Legal and Contract Claims Support Administrative Assistant; experience assisting a legal team is preferred.

Minimum Qualifications:

• Must be authorized to work in the United States
• Minimum one year experience as a Legal Secretary, Assistant, or Paralegal,
• A High School Diploma or GED equivalent is acceptable with a minimum of 3+ years' experience assisting legal teams or construction contracting firms.
• Ability to pass a Federal Government security/background check
• Proficient in the use of current Microsoft products such as PowerPoint, Word, Excel, Outlook, Access, Adobe Acrobat, and current web browsers (i.e., Internet Explorer, Edge, Google Chrome, etc.).
• Highly proficient in grammar, spelling punctuation, and preparation of standard/ executive level office documents.
• Demonstrated experience communicating with individuals at all levels, both orally and in writing.
• Must possess communicative skills (verbal & nonverbal).
• Must possess strong organizational skills.
• Ability to work both individually and as part of a team.
• Proven ability to produce quality work under deadlines.
• Must have the ability to telework effectively with stable internet access.
• Valid COVID-19 Vaccination may be required. COVID-19 vaccination may be required of covered contractor employees; exceptions will be provided in limited circumstances, where an employee is legally entitled to accommodation.

Preferred Qualifications

• Legal Secretary, Assistant, or Paralegal experience, education, or certification

• A High School Diploma or GED equivalent is acceptable with 3+ years' experience assisting legal teams or construction contracting firms.

Responsibilities:

The Legal Administrative Support III person will be responsible for assisting the Division Legal Counsel and/or the Construction Branch Claims Engineer with construction contract claims, requests for equitable adjustment and other potential disputes related to construction administration activities to include:

• Preparation and sending form letters, maintaining calendars and arranging conference rooms.
• Gathering, sorting, and assisting with indexing files and materials from various record systems including computer information systems.
• Assisting in compilation and production of files and materials for responding to claims and discovery requests.
• Scheduling meetings and depositions and coordinating with court reporting services and opposing counsel staff.
• Utilizes client relationship management (CRM) programs, cloud-based document management, and online communication technology.
• Inputs data in case management software.
• Assisting in preparing and organizing trial and deposition exhibits, as required, such as project records and photographic exhibits.
• Assisting in preparing summaries of testimony and depositions, Helping maintains legal memoranda, expert reports and correspondence relating to cases.
• Transcribing proceedings and other recorded meetings.
• Setting up and monitoring administrative systems.
• Developing, coordinating, scheduling, and administering activities of specific functions and serving in a support role for legal counsel and/or construction branch contract administrative and claims personnel.

The Administrative Support III will provide general and task-based administrative services for FHWA's Central Federal Lands Highway Division (CFLHD) Branch Offices including attending meetings, provide documentation support as well as support production of deliverables without supervision including:

• Provide project-based spreadsheet development, word processing, project scheduling and other project-based computer system applications.

• Prepare correspondence, transmittals, reports, and documents that require some understanding of technical, project and management matters, and ensure distribution both internally and with partners.
• Review outgoing documents for format, grammar, punctuation, and finalize for signature.
• Coordinate printing, copying and distribution of outgoing correspondence and other documents.
• Make arrangements for internal and off-site conferences/meetings, securing local meeting space through Outlook Scheduler, and preparing the room for the meeting.
• Attend meetings, prepare agendas, take minutes and maintain action registers, including tracking action items to ensure completion.
• Enter and track information in electronic systems or spreadsheets.
• Prepare draft scoping project and reimbursable agreements.
• Prepare and/or coordinate contractual documents for signatures.
• Perform quality assurance on contract files to assure files are accurate and up to date and documents are accounted for.
• Conduct Quality Control on documents, correspondence and forms.
• Attend contract negotiation sessions and prepare summary of negotiations.
• Create, format or update tables, graphs, and spreadsheets.
• Prepare and edit draft documents.
• E-mail documents for signature.
• Review and finalize records for closeout.
• Purge and archive records.
• Update/Maintain Closeout Log

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment.

Appearance: All personnel shall be attired in business casual clothing for daily work. Attire worn should always ensure employees safety from working conditions (long pants, appropriate shirts and close toe shoes as required): on occasion, staff may be required to wear a business dress for certain activities.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; talk or hear. The employee must occasionally lift or move office products and supplies, up to 20 pounds.

Position Type/Expected Hours of Work:

This is a full-time position. Days and hours of work are Monday through Friday. No contractor shall work more than eight hours a day, unless prior approval has been given by the Contracting Officer. The core office work hours start at 6:00 a.m. and end at 6:00 p.m. Each workday includes lunch, Monday through Friday, exclusive of legal holidays. Each program office where contractor staff is assigned shall identify the contractor's working hours. Work hours for Contractor personnel shall not exceed 40 hours per week unless approved by the Contracting Officer.

Hire Type: Full Time - Pending Contract Award

IBEX IT Business Experts, LLC (IBEX) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, IBEX?complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.?

?IBEX?expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of IBEX's employees to perform their job duties may result in discipline up to and including discharge.

We excel because we all come from very different backgrounds, yet all fit into a culture that encourages an entrepreneurial thought process. It is the diverse perspectives of our IBEX employees that strengthen our organization. Come be a part of our innovative & inclusive team

Full-Time/Part-Time
Full-Time

Location
Lakewood Colorado

Exempt/Non-Exempt
Non-Exempt

Hiring Manager(s)
Anthony Cordero

This position is currently accepting applications.

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