Overview
Labor & Employment Attorney Jobs in Chicago, IL at Ultimate Outsourcing
Legal & Records Control Specialist
Grade and Step Range: 25-01 to 25-10
Salary Range with Employer/Employee (17.5%) Retirement Contribution Option 1:
$42,636.96 to $61,721.28
Salary Range with Employer (33.5%) Retirement Contribution Option 2:
$36,519.12 to $52,868.16
Job Summary:
The Legal & Records Control Specialist is responsible for managing board meeting materials and posting requirements, complaint records, and the tracking of complaints. The Specialist is a key role making sure that all meetings comply with open meeting laws and that preparation of the board meeting agenda and related material.
This role requires exceptional organizational skills, willingness to master open meeting law regulations, and proficiency with a variety of office technology and software systems.
The position demands an ability to manage multiple responsibilities including records maintenance, communication handling, board meeting preparations, and general administrative duties.
Key Responsibilities:
1. Board Meeting Management
Oversee the organization of board agenda items and materials.
Oversee the proper posting and notification of board meetings in compliance with open meeting law requirements.
Oversee the proper physical and digital storage of board meeting materials before and after the board meeting.
Attend board meetings and keep real-time notes throughout the board meeting.
Assist the Administrative & Licensing Services Manager with the Zoom platform management during the meeting.
Draft board meeting minutes within five (5) business days after a board meeting.
2. Complaint & Investigatory Management
Manage and maintain complaints on an electronic complaint management system.
Scan, upload, and organize complaint documents.
Organize and prepare paper-based complaint folders and files.
Monitor and track the complaint status throughout the complaint processes ensuring timely execution of the complaint procedures.
Monitor and track complaint and investigative expenses including consultant per diem tracking and submissions.
3. Customer Service Management
Provide friendly and professional customer service in person, over the phone, and via email.
Welcome customers to the office, addressing questions and concerns in a polite and timely manner.
4. Records and Document Management
Manage the organization and preparation of paper records and corresponding documentation for digital storage.
Correctly name and file digital documents according to standardized processes.
Ensure timely uploads of digital files into the appropriate software systems.
Prepare physical folders, including organizing and binding paper documents as necessary.
5. Email and Communication Management
Maintain a 48-hour response time for most inquiries, escalating urgent matters as needed.
Ensure clear, professional communication in all email correspondences.
6. Information Request Management
Answer general inquiries from customers regarding complaints and generate licensing roster reports for associations and organizations as needed.
Assist team members in gathering and preparing information for specific requests.
Manage requests in an organized and timely manner to ensure accurate responses are provided.
7. Records Retention Management
Oversee the physical storage of records and properly dispose of records in compliance with record retention requirements.
Oversee the proper destruction of records that expired beyond the records retention timeframe.
Collaborate with team members to explore storage needs.
8. Storage Management
Oversee the overall physical storage of paper documents in the office and off-site contracted storage vendor.
Serve as agency liaison with the off-site contracted storage vendor.
Qualifications:
Associate’s degree or equivalent.
Prior experience in administrative support, records management, or legal document management.
Prior experience in a government or law office setting.
Strong organizational skills with the ability to prioritize tasks and manage time effectively.
Excellent verbal and written communication skills.
Proficient with Microsoft Office Suite (Word, Excel, Outlook) and general office equipment.
Ability to learn and adapt to new software systems and office technologies.
Skills & Competencies:
Attention to Detail: Ability to ensure accuracy in document management and data entry.
Communication: Clear and efficient communication both verbally and in writing.
Multitasking: Ability to manage multiple tasks and responsibilities in a fast-paced environment.
Technical Proficiency: Comfortable using office equipment and various software applications.
Reading Comprehension: Ability to read lengthy documents.
Organization: Ability to organize paper and electronic documents and records.
Job Type: Full-time
Pay: $17.55 – $29.67 per hour
Expected hours: 40 per week
Benefits:
401(k)
457(b)
Dental insurance
Health insurance
Life insurance
Paid time off
Retirement plan
Vision insurance
Schedule:
8 hour shift
Morning shift
Work Location: In person
Title: Labor & Employment Attorney
Company: Ultimate Outsourcing
Location: Chicago, IL
