Support Staff Vacancy

STD-370

Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. 


This position performs advanced administrative and professional legal support work within the Office of Chief Counsel. Work involves performing key planning, reporting and liaison functions both internally and externally in support of the Chief Counsel. Work involves handling sensitive and confidential matters consistent with attorney-client privilege.

Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor.

Serves Contracts Coordinator.

Coordinates the legal office review of contracts, interprets and applies commonwealth contracting policies and guidelines, and recommends contracting process improvements.

• Maintain and Log all PSP contracts & MOA’s;
• Monitors movement of contracts with OGC, OAG, BCIS, BCI and outside entities;
• Prepares memos and RUSH requests.
• Coordinates the legal office review of contracts, interprets and applies commonwealth contracting policies and guidelines, and recommends contracting process improvements.
• Issues, evaluates, monitors, and recommends transaction policies and procedures to ensure that office transaction and procurement operations are handled in an efficient and effective manner.
• Recommends corrective actions to enforce compliance with commonwealth or OGC policies.
• Conducts pre-review of contracts and purchase orders to ensure necessary documents are prepared and available for execution before forwarding to the attorney.

Assignments Coordinator.

• Forwarding incoming requests to Deputy Chief Counsel for assignment to attorney  (requests that come in from within PSP that request an attorney review/opinion)
• Log-in assignment to tracking system and sent task to assigned attorney
• Follow up with attorneys to be sure assignments are getting done in a timely manner
• Once assignment is completed, save documents to appropriate file and close out in tracking system
• Analyzes assignment tracking operations and recommends workflow improvements

Serves as Travel Coordinator.

• Makes travel arrangements for the attorneys
• Enters travel expenses
• Arranges for hotels and flights for retirees who need to testify on behalf of the Department or who are defendants in lawsuits
• Responsible for understanding the Commonwealth travel policy and applying same to arrangements and expenses

Pay invoice and prepare procurement requests

• Pay office invoices in compliance with procurement standards
• Process requests for office items not covered under the office supplies contracts, legal subscriptions, attorney yearly memberships
• Administers contracts for outside counsel, court reporter services, online legal research services, expert witnesses, and related legal services and subscriptions.

Develops and implements policies and procedures for managing legal records and case files, administering litigation holds, and preserving records and data related to legal action.

Serves as the business relationship liaison with agency program areas to develop and standardize case referral documentation and processes, and revises these processes based on the analysis of litigation results and regulatory changes.

Serves as timekeeper by ensuring all leave is entered in compliance with Commonwealth leave policies.

Assists attorneys with legal research and the preparation of various legal documents

Leads or participates on a project team to update and modify information technology solutions and resources to better support overall case management and other information needs of the enterprise.

Engages in cross-functional knowledge and skill sharing and training with colleagues consistent with operational or organizational requirements.

Miscellaneous Items:

Opens and distributes mail

Answers incoming calls

Maintain office supplies and equipment

Responsible for maintenance of pool cars

• Call to schedule appointments
• Take/pick up car

Serve as back up to the other LOA1. 

ENTRY LEVEL KNOWLEDGES, SKILLS, AND ABILITIES:

• Knowledge of legal office functions and operations.
• Knowledge of the use and functionality of Microsoft Office Suite software.
• Ability to analyze and interpret written information and numerical data.
• Ability to communicate effectively orally.
• Ability to communicate effectively in writing.
• Ability to establish and maintain effective working relationships.

FULL PERFORMANCE KNOWLEDGES, SKILLS, AND ABILITIES:

NOTE: These are expected of an employee performing the work of this job at the full performance level. These may not be used for merit system evaluation or examination purposes and are not position-specific performance standards.

• Knowledge of the principles and practices of legal office administration.

MINIMUM EXPERIENCE AND TRAINING:

NOTE: Based on the Entry Level Knowledges, Skills, and Abilities

•  Two years of varied office management or staff work within a public or private legal office.

Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature.


Responds to non-routine questions posed by the public or internal department personnel not able to be addressed by support staff. If necessary, forwards the request and proposed response to the Chief Counsel or Deputy or Assistant Counsels for review and approval.

Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License

Experience:

Time spent in legal office setting.  Knowledge of electronic court filings and court rules is a must.

Licenses, registrations, or certifications:
N/A

Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
 

1. Contracts coordinator
2. Assignments coordinator
3. Maintains database on assignments, contracts and agreements.
4. Electronically files legal documents in federal, state and county courts in compliance with court rules
5.  Serves as timekeeper  
6. Travel coordinator