Office Support/Admin Legal Assistant

1st Choice is in search of a Fact Witness Coordinator (Administrative Clerk) whose work will directly contribute to the success of legal proceedings within a federal legal office. This position demands exceptional organizational skills, attention to detail, and the ability to handle sensitive information with discretion. Your role involves managing fact witnesses, facilitating their timely appearance, providing logistical support, and processing expense reimbursements.

Location: Chicago, Illinois

Key Responsibilities:
 

• Witness Communication and Support:
  • Field inquiries from fact witnesses regarding court appearances, pre-trial conferences, grand jury proceedings, and expense reimbursements.
  • Proactively notify witnesses of travel arrangements, court dates, and times. Identify any special needs or circumstances.
  • Collaborate with legal counsel to address complex witness situations, including special authorizations, international travel, or those with special circumstances.
• Travel and Logistics Coordination:
  • Arrange travel and lodging for fact witnesses in accordance with federal policies.
  • Prepare necessary travel documents and ensure witnesses receive them in a timely manner.
  • Meet witnesses upon arrival, provide courtroom orientation, accompany them to court, identify safe waiting areas, and assist with the completion of reimbursement paperwork.
• Expense Management:
  • Prepare and submit fact witness reimbursement documentation (vouchers, etc.)
  • Reconcile Government Travel Accounts and provide status updates on pending or completed vouchers.
• Administrative Support:
  • Maintain accurate and organized fact witness files, documents, and databases.
  • Track hearings, trial dates, and scheduling conferences.
  • Coordinate with various stakeholders within the legal system.

Required Qualifications:

• Education: High School Diploma or G.E.D.
• Experience:
  • Minimum of one year of experience in administrative or legal setting. Experience working within a federal government environment highly preferred.
  • Demonstrated proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams, PowerPoint and Access etc.) and Adobe Acrobat.
• Skills:
  • Ability to provide word processing and data entry/retrieval.
  • Ability to review and analyze data and information from multiple sources.
  • Ability to establish case/project files.
  • Ability to enter and retrieve data from databases.
  • Ability to prepare and format management reports.
  • Ability to manipulate, transfer, compute and print information.
  • Ability to prepare and correct reports and correspondence using word processing software.
  • Ability to schedule appointments.
  • Ability to answer inquiries regarding case-related information as maintained in the database.
  • Ability to answer inquiries regarding case-related status.
  • Ability to obtain additional information from other agencies/organizations.
  • Ability to maintain internal status information on the disposition of designated information, files, and assets.
  • Ability to assure information is accurate and perform analytical computations necessary to process data.
  • Ability to provide administrative information and assistance concerning cases or files to other agencies or organizations.
  • Exceptional organizational skills and ability to multi-task effectively.
  • Strong verbal and written communication skills.
  • Ability to work under pressure and meet deadlines.
  • Discretion in handling sensitive information.

Additional Requirements

• Citizenship: U.S. Citizen.
• Background Check: Ability to successfully pass a background investigation.

Operational Hours:

• Full-time (40 hours/week)
• Typical schedule: 8:00 AM – 5:00 PM (subject to minor adjustments).
• Overtime work is not authorized.

1st Choice is a professional management consulting firm with more than two decades of experience delivering innovative consulting, technology, and staffing solutions to federal and commercial organizations throughout the United States. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law