Legal Secretary or Senior Legal Secretary - Oahu at hawaiianel

Honolulu, Hawaii, United States -

Full Time

Start Date

Immediate

Expiry Date

12 Jun, 26

Salary

90600.0

Posted On

14 Mar, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Legal Secretarial Support, Clerical Support, Administrative Support, Office Supplies Management, Information Technology Coordination, Travel Arrangements, Cost Reimbursements, Intranet Page Updates, Bar License Renewals, Correspondence Screening, Meeting Scheduling, Confidential File Maintenance, Project Schedule Monitoring, Document Preparation, Filing, Work Direction

Industry

Utilities

Description

We recognize our competitive advantage -- our people. We believe in our people, who share our vision of meeting the needs of our employees, customers, and communities and who carry out the continued success of the company. Our employees are committed to the company's foundational values: integrity, excellence, teamwork, environmental stewardship, and community commitment. In turn, we invest in our employees, providing opportunities for challenge and advancement and offering a competitive compensation package. Posting End Date: This position will remain open until filled. Early applications are highly encouraged. BRIEF POSTING DESCRIPTION: The P NC LEGAL Department of the P LEGAL Division at Hawaiian Electric Company has 1 Management vacancy available. (Role: Non-Exempt) This posting seeks to fill a vacancy at either Legal Secretary or Senior Legal Secretary; whichever level is most suited to the qualifications of the selected candidate. LEGAL SECRETARY JOB FUNCTION: Provides legal secretarial, clerical and administrative support to Legal Directors, Managing Counsel, Senior Associate and Associate General Counsel, and Legal Assistants. ESSENTIAL FUNCTIONS: Ensures on-going, efficient operation of the department under the direction of the directors, managing counsel and other attorneys and legal assistants. Duties include, but are not limited to: maintains inventory and orders office supplies and equipment, coordinates the division’s information technology requests (telephone and computer resources, employee and contractor onboarding, renewals and separations), processes travel arrangements and cost reimbursements, working with facilities and building management to address office needs, working with the Company’s digital communications area to update department’s intranet page, ensuring attorneys complete annual bar license renewals. Screens correspondence received by the department, phone calls, and visitors; schedules meetings and appointments, including staff meetings, one-on-one meetings with legal directors and direct reports, and applicant interviews. Maintains confidential files and department records. Monitors status of project schedules. Performs a wide variety of other secretarial and administrative duties. Provides work direction to temporary agency hires and summer help. Prepares, transmits, delivers and files various legal documents under the direction of an attorney, including contracts, briefs, and other documents, including confidential matters. Participates in Company emergency response activities, as assigned, including any activities to prepare for such emergency response. BASIC QUALIFICATIONS: Knowledge Requirements Working knowledge of personal computers and related software applications such as email and calendars, word processing, spreadsheets, presentation graphics, databases, etc. Knowledge of general business and office practices. Working knowledge of general business practices. Skills Requirements Ability to work with Microsoft Office programs (such as Word, Teams, Excel, SharePoint and Power Point). Ability to work with ERP systems and other computer systems and software, for budgeting, reporting, and billing. Excellent written, oral and interpersonal ability to effectively communicate with all levels of the organization, which may include dealing with sensitive or confidential matters. Ability to work independently and as part of a team Excellent organizational skills to handle various projects/programs. Ability to handle confidential matters and materials discreetly and professionally. Attention to detail and ability to meet schedules and deadlines with thorough, organized, accurate and high-quality work product. Experience Requirements Several (3-5 years) general office experience with 3 years at the legal secretarial level or 4 years at the legal secretarial and administrative assistant level. Paralegal training or experience desirable. SENIOR LEGAL SECRETARY JOB FUNCTION: Provides advanced legal secretarial, clerical and administrative support to Vice President, General Counsel, Legal Directors, Managing Counsel, Senior Associate and Associate General Counsel and Legal Assistants, with minimal oversight. ESSENTIAL FUNCTIONS: Types, transmits, delivers and files various legal documents, including contracts, briefs, and other documents, including confidential matters. Works with others to ensure on-going, efficient operations of the department with minimal oversight from supervisor. Duties include, but are not limited to: maintains inventory and orders office supplies and equipment, coordinates the division’s information technology requests (telephone and computer resources, employee and contractor onboarding, renewals and separations), processes travel arrangements and cost reimbursements, working with facilities and building management to address office needs, working with the Company’s digital communications area to update department’s intranet page, ensuring attorneys complete annual bar license renewals. Screens phone calls, visitors and correspondence; schedules appointments. Maintains confidential files and department records. Monitors status of project schedules. Performs a wide variety of secretarial and administrative duties. Trains and mentors other legal secretaries or support staff. Provides work direction to temporary agency hires and summer help. Prepares and drafts correspondence and legal documents under the direction of an attorney. Participates in Company emergency response activities as assigned, including any activities to prepare for such emergency response. BASIC QUALIFICATIONS: Knowledge Requirements Working knowledge of personal computers and related software applications such as email and calendars, word processing, spreadsheets, presentation graphics, databases, etc. Knowledge of general business and office practices. Skills Requirements Ability to work with Microsoft Office Programs, such as Word, Teams, Excel, Power Point and Access. Ability to work with ERP systems and other computer systems and software, for budgeting, reporting and billing. Excellent written, oral and interpersonal ability to effectively communicate with all levels of the organization, which may include dealing with sensitive or confidential matters. Ability to work independently and as part of a team. Exhibits good judgment, creative problem-solving skills, strategic thinking and common sense and a high degree of professionalism in asserting self and following through on projects with minimal supervision. Excellent organizational and teamwork skills to ensure timely completion of tasks and work assignments, including ability to create project plan with clear goals, deadlines and effective use of resources. Ability to mentor and train other legal secretaries or support staff. Ability to handle confidential or sensitive information with tact, courtesy, and discretion. Attention to detail and ability to meet schedules and deadlines with thorough, organized, accurate and high-quality work products with minimal oversight from supervisor. Experience Requirements Minimum 7 years of experience as a Legal Secretary. Paralegal training or experience is highly desirable. Role: Non-Exempt Number of Vacancies: 1 Location: Honolulu – Oahu Hiring Range: The hiring range for the Legal Secretary [Req ID 10328] position is $60,000.00 to $75,000.00. The hiring range for the Senior Legal Secretary [Req ID 10328] position is $72,500 to $90,600. The person selected will be placed according to his/her skills and qualifications. About Hawaiian Electric CompaniesHawaiian Electric Companies provide electricity and services to 95 percent of the state's 1.4 million residents. The company is also one of the state's leading employers and a major contributor and supporter of community and educational programs. The demand for power that has fueled the growth of the Hawaiian Islands has been met by Hawaiian Electric Companies for well over a century. And as the next millennium unfolds, the company is committed to providing quality service and seeking clean local energy sources to power generations of Hawaii families and businesses to come. Visit us at http://hawaiianelectric.com. Interested individuals should apply online. The application must clearly indicate the demonstrated experience/knowledge/skills/abilities the candidate possesses which specifically qualifies him/her for the position. Applicant CertificationBy submitting an application for the position, candidates:1. Authorize the Hawaiian Electric Companies to confirm all statements contained in the application and/or any materials submitted and made a part of the application as they relate to the position and to the extent permitted by law;2. Authorize and consent to, without reservation, the Hawaiian Electric Companies sharing any and all information regarding previous or present employment, educational training or personal information from their records and from any other source with the hiring department or subsidiary company;3. Release, discharge, and hold harmless, Hawaiian Electric Companies, from any and all liability for any damage which may be claimed as a result of furnishing such information to the hiring department or subsidiary company;4. Authorizes release and transfer of all personnel records to be maintained by the hiring company in the event of an inter-company transfer; and5. Authorize, direct, and consent to Hawaiian Electric Companies and/or its authorized agents to conduct investigations into candidates' background. These investigations may include, but are not limited to searches for information about applicants; record of criminal convictions to the extent permitted by law, education records, professional certifications, personal character references, and employment history. EEO StatementHawaiian Electric Companies is an equal opportunity employer, including disability and protected veteran status. Hawaiian Electric Companies complies with all applicable laws, including Title I of the Americans with Disabilities Act. Any request for reasonable accommodation needed during the application process should be communicated by the candidate to the HR Service Center at (808) 543-4848. Affiliate DisclaimerHawaiian Electric Company, Inc., Maui Electric Company, and Hawaii Electric Light (“Company”) are Hawaii Public Utilities Commission (“PUC”) regulated companies. The disclosure relating to Affiliate Transaction Requirements that follows is made pursuant to the PUC’s Decision and Order No. 35962, issued on December 19, 2018, and subsequently modified by Order No. 36112, issued on January 24, 2019 in Docket No. 2018-0065. By submitting your application, you understand and acknowledge that, if you are hired by the Company and subsequently transferred, assigned or otherwise employed by an Affiliate, said Affiliate will be required to make a one-time payment to the Company in an amount up to twenty-five percent (25%) of your base annual compensation. In addition, if you are hired by the Company and subsequently transferred, assigned or otherwise employed by an Affiliate or an Affiliate-Related Entity, for a period of one year, you cannot appear in negotiations or otherwise interact directly with the Company or work on the same matter that you worked on while with the Company. Affiliate is defined as “any person or entity that possesses an ‘affiliate interest’ in a utility as defined by section 269-19.5, Hawaii Revised Statutes (“HRS”), including a utility’s parent holding company, except as otherwise provided by HRS section 269-19.5(h).” Affiliate-Related Entity is defined as “a third party that provides electricity-related services in a regulated utility’s service territory that has a material financial, operational, or ownership interest with an unregulated affiliate of the utility and of whom the utility has reasonable knowledge.” For a current list of all Affiliates and Affiliate-Related Entities, please see:https://www.hawaiianelectric.com/about-us/key-performance-metrics/financial/affiliate-transactions This list may be amended, updated or revised from time to time without notice.

Responsibilities

The role involves providing comprehensive legal secretarial, clerical, and administrative support to various legal staff, ensuring the efficient operation of the department through duties like managing supplies, coordinating IT requests, and processing travel arrangements. Essential functions also include screening correspondence, scheduling meetings, maintaining confidential records, and preparing/filing legal documents under attorney direction.