Office Administrator/Legal Secretary
This individual who fills this position will perform a variety of administrative functions for the operations in Safari Club International’s and Safari Club International Foundation’s Washington, DC office. Candidates must have legal secretarial experience and must also be able to handle the functions of organizing and administering the day-to-day operations of a government affairs office, must assist SCI and SCIF staff in their preparation for events and meetings and must be able to handle the arrangement of business and social events both within and outside the office. The candidate must be dependable, enthusiastic, detail oriented, resourceful, self-motivated and possess strong verbal and written communications skills. This position also monitors delivery and pickup of materials, maintains the front office, and assists staff for both SCI and SCIF with various administrative and legislative duties.
ESSENTIAL FUNCTIONS – All areas of responsibility listed below are essential to the satisfactory performance of this position by any/all incumbents, with reasonable accommodation, if necessary. Any non-essential functions are assumed to be included in “other related duties as assigned”.
- Welcomes guests and to the office by greeting them in person or on the telephone; answering or directing inquiries to the correct member of the office personnel.
- Interacts with the Tucson SCI/SCIF office and serves as a liaison with Tucson SCI/SCIF office administrative staff.
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics; coordinating document preparation.
- Reads, researches, reviews, verifies, and routes and prepares correspondence (including some mass mailings), reports and legal documents; drafting letters and documents; collecting and analyzing information; formatting of legal documents and filing of documents electronically within the PACER system and similar state filing systems.
- Maintains the central office calendar as well as the docketing/tickler system for the attorneys in the office.
- Maintains client confidence by keeping client/attorney information confidential.
- Maintains office supplies by checking stocks; placing and expediting orders; evaluating new products.
- Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs.
- Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
- Enhances department and organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
- Schedules and plans logistics for meetings, conferences, seminars, and special events including arrangements for catering, furniture, equipment and space rental.
- Maintains and updates databases, spreadsheets, logs, and generates reports. Summarizes reports and information to facilitate review by immediate supervisor.
- Receives, reconciles and processes expense reports for the Directors and the office. Processes department’s purchase orders.
- Maintains all operational service contracts for professional services, maintenance and service agreements equipment leases and purchases and project contracts.
- Maintains inventory of supplies and equipment and monitors expenses. Arranges for regular maintenance and repairs.
- Opens and closes the office. Assists in the preparation for and attendance at the annual convention.
- Assists with travel arrangements for staff and guests for meetings both within and outside D.C.
- Performs other related duties as assigned.
NOTE The essential and additional functions are intended to describe the general content of and requirements of this position and are not intended to be an exhaustive statement of duties. Specific tasks or responsibilities will be documented as outlined by the incumbent's immediate manager.
Must demonstrate an understanding of, and commitment to, hunting as an essential part of biologically sound and ethically responsible international wildlife management.
DIRECTLY REPORTING - None INDIRECTLY REPORTING - None
SCOPE AND COMPLEXITY
This position routinely handles highly sensitive, confidential, legal information. The environment is fast paced and constantly changing. Incumbents are called upon to be resourceful problem solvers, resolve conflicting priorities, and maintain professional decorum. The position routinely interacts with Boards, committees, national and international agencies. Knowledge base must include bylaws, federal and international laws relating to hunting and wildlife conservation. National and international travel is required.
PHYSICAL DEMANDS/ENVIRONMENT FACTORS
Essential functions are performed in a typical office environment and require operation commonly used office machines and equipment.
- Bachelor’s or other appropriate degree or demonstration of appropriate in-office experience.
- Legal secretarial on-the-job experience.
- Must demonstrate excellent communication skills, attention to detail, organizational skills and exception customer service.
- Comfortable working on multiple deadlines in a fast-paced environment.
- Proficient with spreadsheet, word processing, and graphic presentation software programs and have the ability to become proficient with proprietary software needed for the performance of the essential functions of the position.
Any equivalent combination of education, training and/or experience that fulfills the requirements of the position will be considered.
Additional related education and/or experience preferred.
Please send a resume and a one page letter of interest to Human Resources at firstname.lastname@example.org