FTP-NEA Job Description

EXTERNAL POSTING

VACANCY ANNOUNCEMENT

Position:Secretary, Legal Services Billing and Audit Compliance

Location:Tallahassee, Florida

Summary

The Legal Services Secretary reports to the Director of Legal Services. Primary duties include secretarial and other administrative duties and activities for the Legal Services staff, monitoring and processing all legal services insurance claims and reimbursements, preparing and managing legal correspondence, reports and documents; maintaining accurate and up-to-date Legal Services financial records; maintaining schedules and calendars; organizing and coordinating meetings and travel arrangements; using/maintaining Legal Services office systems/databases/tools; handling incoming mail and other material, setting up and maintaining filing systems; communicating verbally and in writing to answer inquiries and provide information, and liaison with internal/external contacts and coordinating the flow of information both internally and externally. Specific duties and responsibilities are listed below.

Job Qualifications High School graduate or equivalent with one or two years of college or advanced training in accounting or bookkeeping preferred. Experience and skill in managing high volume legal billing systems. Knowledge and familiarity with insurance claims processing an asset. Knowledge of NEA and AFT billing programs and systems preferred. Professional Legal Secretary (PLS) or Certified Legal Secretary Specialist (CLSS) designations, preferred. Computer skills include proficiency in MS Office Suite including Outlook, Word, PowerPoint, Excel, etc. Familiarity with the operations of a membership organization or labor union is desirable. Must possess ability to communicate both orally and in writing; the ability to understand legal departmental operations and procedures and the ability to organize and quickly process legal and insurance pleadings and materials.

General Responsibilities:

1.Acknowledge and support the advancement of FEA’s vision, mission, and strategic goals.

2.Identify, contribute to, and support new opportunities to advance FEA’s vision, mission, and strategic goals.

3.Perform all work assignments in a manner that effectively and efficiently utilizes FEA resources.

4.Contribute to and support the development and implementation of departmental and interdepartmental programs and services.

5.Perform all duties, responsibilities, and assignments within the guidelines outlined in the FSO/FEA Collective Bargaining Agreement and in accordance with FEA Policies and Procedures.

Specific Duties and Responsibilities:

1. Maintain accurate and up-to-date Legal Services financial records.
2. Process, balance, and reconcile all retained attorney billing.
3. Process, balance all in-house legal and non-legal costs.
4. Maintain and coordinate all records necessary for audit compliance.
5. Process all attorneys’ billing for payment under ULSP, AFT Defense Fund, EEL, Association Liability and Fidelity Bond Programs. Input data for ULSP and AFT reimbursement.
6. Process and monitor EEL claims; coordinate payments to attorneys, members and NEA.
7. Process and monitor all Association Liability and Fidelity bonds claims; coordinate appropriate payments to parties.
8. Monitor ARP and Union Plus compliance; coordinate with NEA and AFT staff and Florida Bar.
9. Process all retained attorney billing in the NEA DLMS System.
10. Process all legal services reimbursements to/from AFT.
11. Process, balance, and reconcile all EEL and APL legal billing and claims.
12. Serve as NEA and AFT liaison and staff contact concerning all billing processing system issues.
13. Ensure accuracy of all Legal Services Payables and maintain accurate records of same.
14. Prepare periodic financial reports for the Director of Legal Services.
15. Serve as resource to Service Unit staff and local leaders concerning the billing processes and periodic reporting.
16. Provide phone coverage for Legal Services Division. Monitor legal help center calls and emails.
17. Assist in development and preparation of Legal Services pamphlets/flyers.
18. Assist as needed with general overflow for FEA.
19. Process and maintain all Legal library materials as needed.
20. Maintain attorney membership to the TBA, FLBA and ABA.
21. Perform other duties as assigned by the Director of Legal Services.

Compensation: Salary will be per the FEA/FSO Collective Bargaining Agreement.

To Apply: Interested applicants are to email the following information to mailbox at : 1) statement of interest in the position, 2) updated resume. Applicants are strongly encouraged not to wait until the deadline to apply.

Application Deadline: Open until filled

FLORIDA EDUCATION ASSOCIATION

IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

Consistent with the FEA Affirmative Action Plan, minority, female and physically challenged applicants are encouraged to apply.

November 6, 2015