Administrative Coordinator

Agency : Teachers' Retirement System of the State of Illinois 
Closing Date/Time: 07/31/2024 
Salary: Grade 206 $40,683 - $52,305 
Job Type: Salaried Full Time 
County: Sangamon 
Number of Vacancies: 1 

**************** A RESUME IS REQUIRED FOR THIS JOB POSTING ****************

Please attach a DETAILED Resume/Curriculum Vitae (CV) to the MY DOCUMENTS section of your application. You WILL NOT be considered for the position if you attach a CMS100, CMS100b or any other document that is not a Resume or CV.

Job Summary

The Administrative Coordinator – Legal performs comprehensive administrative support to the TRS legal professionals, contributing to the efficient operation of the department. This role requires a strong understanding of legal procedures, excellent communication skills, and the ability to manage multiple tasks with precision. Responsibilities will span a range of administrative tasks, from drafting and proofreading legal documents to managing attorney schedules and member communications. This role requires an eye for detail, exceptional organizational skills, and the ability to thrive in a dynamic legal environment.

Essential Functions

• Supports the workload of TRS internal counsel and provides backup for legal assistant.
• Uses computer software applications to prepare rough drafts including narrative reports, spreadsheets, memorandums, reports, and letters. Proofs documents for approval.
• Uses TRS member benefits administration database to process daily QILDRO and divorce-related workflow and answer inquiries regarding same.
• Collaborates with attorneys and other legal professionals to facilitate seamless communication and workflow within the legal department.
• Stays informed about advancements in legal technology to enhance efficiency and effectiveness in daily tasks.
• Coordinates and oversees travel arrangements in accordance with the TRS Travel policy.
• Processes departmental travel vouchers and submits expense reimbursement reports as needed.
• Processes legal correspondence, documents, and daily workflow.
• Assists with preparing meeting materials.
• Communicates effectively with TRS members, spouses, and external counsel and maintains strong relationships with internal and external stakeholders.

Essential Functions (Continued_

• Demonstrate flexibility in handling diverse tasks and adapting to changing priorities in a dynamic legal environment.
• Maintains organized and up-to-date electronic and physical filing systems for legal documents. Summarize and organize legal information for easy retrieval.
• Manages attorney calendars and schedule appointments as needed.
• Handles incoming calls, emails, and correspondence, redirecting or responding as appropriate.
• Tracks deadlines and ensures timely submission of legal documents.
• Represents the legal department in a professional manner when interacting with internal and external parties.
• Assists with projects as needed.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of administrative procedures and systems such as word processing, spreadsheets, managing files and records, designing forms, and other office procedures and terminology.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of electronic equipment and software applications i.e. Microsoft products.
• Knowledge of business and management principles involved in planning, resource allocation, and coordination of people and resources.
• Ability to communicate information and ideas concisely and effectively in writing as appropriate for the needs of the audience.
• Ability to read and understand information and ideas presented in writing.
• Ability to maintain strict confidentiality.

Minimum Requirements

• A minimum of 3 years of experience as a legal assistant or in a legal support role is required.
• Associate degree in business administration is strongly preferred.
• Familiarity with legal software and document management systems is a plus.
• Paralegal Certificate is preferred.

Work Hours: 8:30 - 4:30 M-F 
Work Location: 2815 W. Washington St., Springfield, IL 62702-3397 
Agency Contact: [[recruiterEmail]] 
Posting Group: Office & Administrative Support 

TRS provides retirement benefits for teachers who are employed by all Illinois public common and charter school districts located outside the city of Chicago. The Illinois Pension Code contains the laws relating to our creation, benefits, and administration.

The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses: