• Legal Operations Specialist

    Job Locations US-VT
    # of Openings
    1
    Category
    Legal
    Deadline to Apply
    1/27/2019
  • Overview

    Job Summary:

    The Legal Operations Specialist performs a variety of legal, financial, administrative, technical, paraprofessional and other tasks as may be assigned from time to time by the General Counsel or Associate General Counsel.  Additionally, the Legal Operations Specialist may perform other duties as time permits assisting the Finance team per the request of the Controller, as further described below.  This position exercises evaluative thinking and independent judgment in responding to internal inquiries and requests for information as well as assisting with requests from vendors, contractors, advisors, and other external parties.

    Diversity & Inclusion statement:

    We are committed to building a work community that is inclusive and represents a vibrant diversity of background, experience, perspective, and thought. Climate change impacts all of us; however, we are impacted differently based on our identities and experiences. We all deserve a place at the table to make decisions about our collective future – we hope you’ll consider joining us as we work towards our vision for a healthy planet, thriving people, and energy justice.

    Candidates across all markers of identity (age, race, gender, ability, communication style, etc.) are highly encouraged to apply.

    Responsibilities

    • Coordinate and administer the Contract Management system by:
    • Assisting with roll-out to additional divisions, including scoping, training, troubleshooting, testing, and documentation
    • Ensuring requests are properly submitted and tracked
    • Providing training to staff for use of the system, track issues and errors encountered by users as well as requests for improvement, and coordinate with other administrators to share responsibility for necessary changes to the system
    • Assisting with historic contract migration into new contract management system
    • Create and maintain documentation for legal operations and processes, including the contract management system and other areas of legal advice such as insurance, litigation, and intellectual property.
    • Assist Finance Team with contract invoicing, reporting, and client communications as needed.
    • Perform other duties as assigned or required by the General Counsel.
    • Document new insurance policies and implications for the various programs and divisions
    • Help gather new insurance certificates and ensuring compliance with new requirements for our contractors, vendors, and participants
    • Load insurance certificates and populate information in SpringCM and/or with insurance broker
    • Finalize system for VEIC’s insurance broker to review insurance certificates and request updates moving forward
    • Assist Legal Department in internal inventory of practices to ensure all VEIC programs and activities are covered under existing policies. VEIC is expected to amend some policies based on what we find, so to minimize the exposure this inventory and amendment process will be expedited as much as possible
    • Assist internal risk assessment committee as needed. Tasks may include assisting the committee in developing VEIC’s risk profile, documenting VEIC’s key areas of risk, scheduling periodic (likely annual) interviews with divisions to learn about new programs or modifications to current programs, and delivering recommendations to program and management staff.
    • Assist VEIC’s Legal Department with litigation matters (e.g., document collection and production to outside counsel, scheduling internal meetings, tracking case status, follow-up action items, note taking)
    • Assist VEIC’s Legal Department in reviewing potential Consulting clients’ terms and conditions prior to submission of Consulting proposals
    • Assist VEIC’s Legal Department with managing and creating DocuSign accounts for staff
    • Assist VEIC’s Legal Department with quarterly contract reports for VEIC’s Board of Directors
    • Drafting Scopes of Work for DCSEU.
    • Assist in improving the efficiency of financial reporting with updated spreadsheets or database
    • Assist with the set-up and implementation for transitioning to electronic A/R records
    • Help review and edit of updates of Finance procedures.
    • Be cross-trained and provide backup on contract invoicing processes.

    Qualifications

    • Strong personal commitment to the mission, vision, goals and values of VEIC.
    • Bachelors’ Degree or equivalent with at least five (5) years working experience within the legal, finance, or contracting department
    • Strong competence with Microsoft Office suite, Google Mail, Google Drive. Comfortable learning and using cloud applications such as Sharepoint, SpringCM, and DocuSign. Experience with Deltek Vision preferable, but not required.
    • Ability to understand and follow VEIC policies and procedures.
    • Ability to work independently on assigned tasks/projects, organize and work on multiple tasks and complete assignments within specified deadlines.
    • Ability to communicate effectively verbally and in writing to all team members, residents, regulators, court officials, law firms, and organizations.
    • Ability to interpret and apply rules, regulations, policies, and procedures, in addition to being able to read and understand complex legal written materials and documents.
    • Possession of working understanding of legal terminology, with good research and investigative skills.
    • Ability to prepare and maintain accurate records, files, and reports.

    Ability to maintain confidentiality of sensitive information.

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