Legal Assistant

Introduction

Under the general supervision of the Advocacy Manager, the Legal Assistant is responsible for providing administrative, project, and travel support for internal departments and HGEA/AFSCME’s stakeholders. This position administers a range of human resources functions, provides assistance with committee meetings, requires the ability to respond efficiently and effectively in a service-oriented environment, and adheres to strict deadlines. In addition, this position requires the ability to respond tactfully, adjust to changes in the work environment, multitask, have strong communication skills, stay organized, and maintain a harmonious working relationship with various parties.

Essential Duties & Responsibilities: 

  1. Supports the Advocacy Team with performing administrative duties (calendar hearings and deadlines, organize case files, manage logistics, work with clients) and enhance office effectiveness. Calendar and monitor critical deadlines for arbitration and HLRB cases.
  2. Maintains the grievance cases, arbitrations and Hawaii Labor Relations Board PPC files for the Advocacy Team.
  3. Organizes exhibits, documents, evidence, briefs, and files with assigned Union agent and Advocacy Team.
  4. Edits and finalizes formatting for Pre-hearing statements, Witness list, Exhibit list and Exhibits for submission deadlines.
  5. Maintain pleadings and discovery indexes.
  6. Reserves meeting rooms for meetings and hearings with corresponding Zoom links.
  7. Corresponds with court reporting agency and prepares appropriate case documents for arbitrators and witnesses. Prints and tabs case binders.
  8. Aid agents with interrogatories and other discovery requests.
  9. Type, edit, and file basic legal documents and correspondence.
  10. Files relevant soft copies on Unionware and keeps a hard copy on file of Decision and Awards and Settlement Agreements. Maintains hard copy of HLRB cases; electronic files are located on FileAndServeXpress.
  11. Filing with State and Federal courts (including e-filing)
  12. Serves as secondary support to manage travel procurement and arrangements for staff and members in accordance with HGEA guidelines and standards.
  13. Maintains office supplies for the 6th floor shelf and supplies for arbitration (binders & tabs).
  14. Collaborates and effectively communicates with internal departments and member committees to carry out HGEA’s mission, vision, core values and strategic plan initiatives.
  15. Develops and maintains professional working relationships with staff, members, key personnel in all government jurisdictions, the Legislature, affiliated unions, boards and commissions, the national and international communities, the private sector and the local community to further the goals and objectives of HGEA/AFSCME.
  16. Performs other related duties as assigned or requested.

Minimum Qualifications: 

  1. Proven working experience as a Paralegal or Legal Assistant. Bachelor’s degree and five (5) years of related administrative and/or project lead experience in a fast-paced organization; equivalent combination education and/or relevant professional work experience may be substituted as approved by the Executive Director.
  2. Applicable knowledge of motions, discovery, evidence, litigation documentation, court rules, procedures, practices, etc.
  3. Critical thinking skills and ability to work autonomously to complete assignments in a timely manner.
  4. Ability to articulate and demonstrate excellent verbal and written communication skills, highly organized, detail oriented, multi-task and manage competing priorities; exhibit strong analytical skills and ability to synthesize information to arrive at sound decisions.
  5. Demonstrate excellent computer skills; highly experienced in computer software applications (i.e., Microsoft Outlook, PowerPoint, Word and Excel) and other systems; type 60 wpm or higher.
  6. Ability to travel to and from various locations and work flexible hours, including evenings and weekends.
  7. Must have a valid Hawaii Driver’s License and use of personal vehicle for business purposes.
  8. Ability to establish positive and effective relationships with staff and members, work effectively and cohesively in a team environment.
  9. Ability to provide prompt and excellent customer service to members, internal staff, and community members and leaders; represent the organization both internally and externally by exhibiting HGEA’s core values and culture of service with A.L.O.H.A.

Preferred Qualifications: 

  1. Knowledge of union organization functions and operations; government structures, operations and systems.
  2. Resourceful, Reliable, Empathetic, Approachable, Dedicated and Mindful.
  3. The ideal candidate will have excellent time management skills, be a team player and detail-oriented

Physical Demands/Working Conditions: 

  1. This position operates in a professional office environment.
  2. Routinely uses standard office equipment, such as computers, phones, photocopiers, etc.
  3. Lift files and/or records up to 20 pounds.

Annual Salary: $55,000-65,000

To Apply: Email resume and cover letter to jobs@hgea.org. Position will remain open until filled.