Legal Assistant

Job Number 59741
Posted 12/27/2018
Account Northern Light Health Home Office
Department Risk Management
Location |ME| Northern Light Health Home Office-43 Whiting Hill Rd., ME 04412
Schedule Regular Full-time
Shift Day
Hours 730-4
Job Details Position Summary:

The Legal Secretary/Administrative Assistant II/III will have the ability to function independently of direct supervision. S/he will be responsible for setting work priorities and have considerable knowledge and judgment regarding Northern Light Health and affiliate policies, procedures, and the organization. S/he will be familiar with current and prior projects and assist in the coordination and in the identification of potential problems. S/he will possess excellent keyboarding and office management skills with attention to detail. S/he will possess good organizational skills and maintain strict confidentiality.

Job Functions and Duties:

· Assists in the process of facilitating various requests from hospitals, insurance companies, and attorneys.

· Frequent written and verbal contact with staff, physicians, executives of NLH and affiliates; and attorneys.

· Assists with Risk Management events that involve Risk Management Professionals of NLH and affiliates.

· Professionally and courteously answer phones, route questions or messages in proper direction, if appropriate, answer questions. Escort visitors when necessary.

· Learns new computer programs and/ or obtains needed certifications (Notary) required to perform the required duties of this office.

· Manages small projects for Risk Management office and expresses interest in more project-based work.

· Tracks legal fee invoices for coding and payment approval.

· Tracks continuing education credits for AVP of Risk Management and other risk management staff, as needed.

· When needed, risk management staff on projects or routine administrative tasks

· Maintains copies of claim files and information in an organized and efficient manner.

· Coordinates with General Counsel's office in providing documents needed for EMHS Board and Board Committees.

· Records and/or takes minutes at all RMP meetings and functions, as requested.

· Schedules meetings AVP of Risk Management other risk management staff as needed.

· Telephone coverage, answering routine inquiries and referring necessary calls to the appropriate risk management staff member, legal services, or others in the Executive Suite.

· Sorts and prioritizes internal and external correspondence, bringing urgent matters to the attention of the AVP of Risk Management

· Assists with documentation in the RL Solutions risk information system claim's module, and others as needed.

· Maintains risk management portal with up-to date templates, documents, links etc.

· When needed, assist AVP of Risk Management and other risk management staff to create PowerPoint presentations, reports, agendas, etc.

· Coordinates conferences and travel arrangements for AVP of Risk Management and other risk management staff.

· Processes time records in ACE for Self and AVP of Risk Management

· Processes requests for membership dues and other expenses for AVP of Risk Management other risk management staff as needed.

· Tracks expenses and budget variances.

· Assists with yearly Budget process.

· Tracks and processes mileage reimbursements, conference travel reimbursements for AVP of Risk Management other risk management staff.

· Reviews staff time card (API) and approves department payroll.

· Properly orders supplies, in accordance with budget.

· Monitors departmental budget.

*Note: the duties listed above reflect the majority of the duties of this job and does not, nor is it intended to, reflect all duties that may be required for an incumbent in this job to perform.


· Degree in Paralegal Studies, or Secretarial Science or equivalent experience.

Experience and Skill Requirements:

· At least five years previous legal experience, or executive secretarial experience in a confidential setting.

· Excellent communication skills.

· Assists the Assistant Vice President of Risk Management with responsibilities of this office.

· Strong computer skills in Microsoft Office.

Working Environment:

· Office environment, adjacent to executive management.

· Ergonomically correct work station.

Physical Requirements

· Flexibility

· Dexterity

· Visual and hearing acuity.

· Ability to work at an ergonomically correct workstation

· Use a computer and keyboard and answer the phone.

· Work performed is basically stationary; however, must be mobile to make deliveries, copies, mail room/etc.

Equal Opportunity Employment
We are an equal opportunity, affirmative action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, disability status, gender, sexual orientation, ancestry, protected veteran status, national origin, genetic information or any other legally protected status.