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Final salary offers are dependent upon candidate qualifications.

Chicago Public Schools (CPS) is a district on the rise, serving over 320,000 students in 500+ schools and employing over 44,000 people, most of them teachers. CPS has set ambitious goals to ensure that every student, in every school and every neighborhood, has access to a world-class learning experience that prepares each for success in college, career, and civic life.  In order to fulfill this mission, we make three commitments to our students, their families, and all Chicagoans: academic progress, financial stability, and integrity.  Six core values are embedded within these commitments – student-centered, whole child, equity, academic excellence, community partnership, and continuous learning.

The Transactions Unit in the Law Department at Chicago Public Schools (CPS) drafts and negotiates a broad range of contracts including professional services, technology, equipment leases, educational services, and supply contracts. The Unit also provides legal review and counsel in bond issuances and other financings and advises departments and schools regarding compliance with Board rules, policies, and procurement laws.

Job Summary:

The Senior Legal Secretary will join the Law Department’s Transactions unit, which provides strategic advice on high-volume, time-sensitive district transactions, supports the development of procurement solicitations, and drafts and negotiates a broad range of mission-critical contracts.  The Unit also provides legal review and counsel on bond issuances and other financings, and advises on compliance with Board rules, policies, and public procurement laws.  Reporting to the Deputy and Assistant Deputy General Counsel, and working closely with the Senior Assistant General Counsel(s), the Senior Legal Secretary will serve a central role in ensuring the Transactions unit is equipped to operate efficiently byproviding high-level secretarial and administrative support.

The Senior Legal Secretary will be held accountable for the following responsibilities:

• Organize and maintain data management functions, including timely, accurate database and tracking system inputs, updates and pulling recurring system data reports and other documents
• Provide general administrative support, and timely complete recurring tasks, including, organizing and archiving files and documents on the unit’s electronic platform, routing documents for execution, preparing/finalizing documents and correspondence, including large volume mail merge projects, unit calendar management, follow-up on delegated assignments, recordkeeping, supporting development of, and organizing staff meetings, training and presentations
• Handle assignment request intake, review requests and related materials for completeness, and manage follow-up to resolve incomplete requests; assign matters to attorneys and support staff with input from the Deputies, provide attorneys with relevant precedent, materials and set up electronic matter folders
• Support the successful implementation of the Contract Management System, including facilitating access for requestors, sharing resources, providing feedback to improve and hone functionality, and supporting any changes or updates to the system
• Work with other members of the Transactions team, including support team members, to realize efficiencies, eliminate redundancies, and support the successful operation of the unit
• Open, read, route, and distribute incoming hard copy and electronic communications and prepare answers to routine inquiries
• Coordinate with stakeholder departments to support multi-department workflow process for matters to be presented to the Board each month, including, drafting and timely delivering recurring Board reports, contract lists, and other materials supporting the Board preparation process
• Facilitate compliance with deadlines by managing the unit calendar, tracking matters, and providing recurring, timely reminders
• Anticipate and identify unit supply and materials needs, ensuring that sufficient and appropriate resources are available 
• Other duties as assigned by the Deputy or Assistant Deputy General Counsel

In order to be successful and achieve the above responsibilities, the Senior Legal Secretary must possess the following qualifications:

Type of Education Required:

• High school diploma or GED equivalent 
• Bachelor’s degree from an accredited college or university is preferred  

Type of Experience and Number of Years:

• Minimum of five (5) years previous legal secretarial, administrative support, or legal assistant experience handling transactional matters in a high volume, fast-paced environment  
• Experience using legal matter management, tracking, and contract management systems, strongly preferred
• In-house and law firm experience preferred  

Knowledge, Skills, and Abilities:

• Exceptional attention to detail with the ability to maintain accuracy while balancing multiple time-sensitive priorities 
• Excellent organizational skills; demonstrated ability to organize and prioritize work in a dynamic, complex, fast-paced environment to meet and manage competing deadlines 
• Ability to operate with a sense of urgency to accomplish goals and objectives while maintaining professionalism and customer service focus.
• Execution and solution-oriented, creative problem solver with the ability to define problems, analyze and outline valid conclusions and action steps to meet defined goals and deadlines
• Clear, effective verbal and non-verbal communication skills (speaking, writing, listening)
• Strong systems skills and desire for continued growth and learning; Ability to use an array of technology and tools, including data tools, functional spreadsheets (excel, Google sheets), presentations, Word and Google Suite, and others, including, but not limited to Oracle, Kronos, Smartsheets, Lawtrac and contract management and tracking systems
• Strong interpersonal skills and the ability to interact positively and professionally at all times with Transactions team members, other law department staff, executive offices, internal clients, and external partners. 
• Able to take ownership of, and independently manage tasks, timelines, and systems, following tasks through to completion with little or no follow-up; knows when to ask questions
• Highly professional with a clear understanding of maintaining confidentiality
• Superior typing and data entry skills 
• Working knowledge of legal terminology and contract structures

Conditions of Employment

As a condition of employment with the Chicago Public Schools (CPS), employees are required to:

Establish/Maintain Chicago Residency- Employees are required to live within the geographic boundaries of the City of Chicago within six months of their CPS hire date and maintain residency throughout their employment with the district. The Chicago residency requirement does not apply to temporary/part-time positions, however, all CPS employees must be residents of Illinois.