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. 


The primary purpose of this position is to provide administrative support to the Office of Chief Counsel (OCC) in the Office of Administration (OA).

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.

• Provides administrative support to the legal office and its attorneys and other office staff.

• Analyzes and develops administrative policies and operating procedures, such as records management policies, correspondence policies and other policies and procedures. Implements said policies and procedures upon approval from the Office Manager or Chief Counsel.

• Serves as the first point of contact by greeting all visitors to the OCC and answering and screening incoming telephone calls in a professional and courteous manner.

• Manages the receipt and distribution of incoming mail, which includes date and time stamping and sorting. Scans mail and saves documents in the shared drive in the appropriate folder and distributes them to the right recipient.

• Coordinates schedules for internal meetings and access to relevant conference rooms. Ensure that all necessary equipment is available for all meetings.

• Makes travel arrangements for staff and submits expense reports in SAP Concur, while ensuring all travel complies with the Commonwealth’s travel policy. Attends Travel User Group meetings, as scheduled by the Office of the Budget.

• Maintains electronic files and paper files in compliance with office procedures and established record retention schedules.

• Maintains the legal law library and updates reference materials/publications as needed.

• Serves as the docketing clerk for BTA investigations. Dockets initial filings; secures a DOS hearing examiner; schedules and attends hearings; and is the primary point of contact for opposing counsel and pro se employee questions.

Assists the Office Manager in the performance of the following tasks as assigned:

• Prepares contracts for execution, assigns an OA number to each contract, and tracks them using the contract log. Finalizes a cover memo for each contract.

• Processes Workers’ Compensation Outside Counsel invoices for payment. Verifies Budget and Treasury acceptance in ESS, and tracks and logs submission and payment information for reporting purposes.

• Prepares out-service training requests with the required supporting documentation for attorneys attending conferences to obtain Continuing Legal Education credits. Confirms funding availability, secures supervisory approval, and completes attorney registration, as needed.

• Assists with the preparation of purchasing-related documents for supplies and office equipment and enters Goods Receipts in SAP confirming receipt of goods so vendors can be paid timely.

• Prepares, codes, and processes general invoices for vendor payments, employee reimbursements, and advancement requests, or to reallocate funds for payment to the Office of General Counsel.

• Generate work orders and other necessary forms needed for services or products provided to the OCC by the Department of General Services.

Assists with the completion of personnel duties as requested.

Exercises discretion and independent judgment and maintain confidentiality.

Performs other duties as assigned by supervisor and/or Chief Counsel.

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.

• Completes assignments using independent thinking, self-motivation, judgement, and action. The work is subject to review in process and upon completion.
  
  
• Communicates with OCC and OA personnel, as required, based on situational awareness, experience, and confidence.
  
  
• Works with a high degree of independence and uses discretion in developing processes and making recommendations to the Office Manager and the Chief Counsel.

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: N/A


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.