Support Staff Vacancy

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 within the Office of Chief Counsel ("OCC") and oversees the administrative support for the Chief Counsel and other attorneys within the OCC. Work includes the development of agency operational procedures, including succession planning for the office and the implementation of more effective and efficient methods for legal support. Work involves key planning, reporting, and liaison functions both internal and external to the OCC while handling sensitive and confidential matters consistent with legal requirements and policy. 

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.


The incumbent is responsible for the following: 

Oversees the administrative work within the OCC. Reviews, analyzes, and develops office policies and operating procedures with particular emphasis on the following: internal legal office procedures, budgetary and personnel matters, and other confidential issues, in consultation with the Chief Counsel and other supervisory staff. 

Plans and organizes the Chief Counsel's activities including, but not limited to, the following: scheduling meetings, appointments, and travel arrangements; researching and compiling necessary information to assist the Chief Counsel in preparation for daily activities. 

Coordinating with Bureau of Administration, Policy and Training (BAPT) for new legal staff hires, which includes acquiring proper credentials, determining work location, coordinating the installation of office furniture (as needed), procuring phone and computer equipment, obtaining parking and other essentials prior to the start of employment, updating all Executive Office personnel listings, and advising appropriate personnel. The incumbent will also be responsible for coordinating necessary legal training and updates with BAPT. 

Serving as the administrative liaison with the Bureau of Deputy State Inspectors General. 

Drafting, preparing, proofreading, and finalizing correspondence on behalf of the Chief Counsel to agencies and the public, for the appropriate manager's signature. Analyzing and making recommendations regarding Guidance Letters and correspondence to client agencies. 

Liaison to the Governor's Office of General Counsel main office ("OGC'') to ensure compliance with procedures, rules, and regulations in addition to internal department policy and procedure. 

Analyzes legal office operations and recommends, develops, and implements procedural and workflow improvements. Manages sensitive, confidential, or urgent issues and delegates them to the appropriate person for action. Incumbent must exercise 

Judgment and discretion in the implementation, evaluation, and monitoring of litigation policies, practices, and procedures to ensure that the agency is following OGC litigation directives in an efficient and effective manner. 

Researching, analyzing, and defining problems within the OCC to develop and recommending viable solutions to the Chief Counsel for review and approval. 

Drafting and ensuring the timely preparation of necessary reports to the OGC main office. This includes the Status Report, consisting of noteworthy items of which the OGC main office should be apprised. Assist the Chief Counsel with the preparation  of the yearly budget, GAAP audit, and end of the year assessment for OGC. 

Examining office expenditures and resource sharing options to provide and implement approved cost savings recommendations. 

Managing the Employee Performance Review process; Acting as the Petty Cash Administrator for the OSIG Headquarters, Eastern Regional Office and Western Regional Office; Serving as travel coordinator when required. 

Assists the Chief Counsel in processing leave requests of the Chief Counsel's direct reports. 

Skillfully anticipates potential areas of concern/problems before they occur and keeps the Chief Counsel apprised of such matters. 

Conducts special projects and studies at the direction of the Chief Counsel on legal and policy issues and trends and prepares reports of findings and recommendations. 

Maintaining files in compliance with established record retention schedules. 

In addition to the above, the incumbent will be responsible for performing other tasks as assigned by the Chief Counsel and other staff attorneys. 

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.

The incumbent's work is generated in part by specific request of the Inspector General or Chief Counsel, and in part independently based on determination of needs as required to support the Executive Offices and the Chief Counsel. Work is reviewed by the supervisor through periodic meetings to assess successful performance of assigned duties. 

After a period of training, the employee is given assignments of varying difficulty to complete using independent thinking, self­motivation, judgment, and action. The work is subject to review in process and upon completion. 

The incumbent will communicate with OCC and agency personnel, as required, based on situational awareness, experience, and confidence. 

The individual assigned to this position will work with a high degree of independence. 

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: 

MS Word; MS Outlook; at least 2 years of legal administrative experience 

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

1. Read & understand policies, procedures, and regulations
2. Receive & understand instruction
3. Write clearly & concisely
4. Organize & prioritize work assignments
5. Receive & communicate information
6. Perform mathematical functions
7. Operate various computer programs, including but not limited to Word, Excel, Access, Powerpoint, etc.
8. Manage stressful situations
9. Communicate effectively and professionally orally and in writing; maintain effective working relationships
10. Utilize judgment and discretion in applying and interpreting policies and procedures