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.
An employee in this job plays a critical and central role in the day-to-day functioning and operations of the legal office. The incumbent is responsible for performing administrative work as well as providing programmatic services to the Chief Counsel and other agency legal counsel. This individual serves as the office manager for the Department of Aging’s legal office
The position requires some level of independence and initiative.
In addition, the individual:
- Must be an effective communicator (oral and written).
- Must be an organized, creative, and independent thinker with the ability to work without much supervision.
- Must possess excellent organizational and analytical skills.
- Must be technologically proficient and able to create and maintain digital records.
- Must possess excellent time management and interpersonal skills.
- Must have excellent multi-tasking skills to work on a variety of tasks and projects.
- Must have the ability to prioritize tasks.
- Must possess the ability to identify needs and propose changes to operating practices and procedures.
- Must possess the capacity for assuming additional responsibilities as necessary for the effective operations of the legal office.
SPECIAL ASSISTANT TO THE SECRETARY
Excellent time management and prioritization skills. Excellent written and verbal skills. Able to interact with tact and diplomacy. Ability to handle and manage high-level scheduling and communications (both internally and externally), and the daily operations in a fast-paced environment, to ensure the freeing up of the Secretary’s time. Proactive, problem-solver with the ability to anticipate needs, troubleshoot under pressure, and work with a high level of autonomy.
Key Responsibilities:
- Calendar Management – manage complex, shifting schedules, prioritize meeting requests, resolve scheduling conflicts. Ability to use tools such as Outlook and Google Calendars, TEAMS and other scheduling software tools.
- Gatekeeping and Communications - screen and handle incoming communications (emails, phone calls and in-person visits); draft correspondence; act as the primary liaison between the Secretary and internal and external personnel
- Travel and Logistics – Ability to coordinate detailed travel itineraries and accommodations and related expenses reports
- Meeting and Event Coordination – organize and set up meetings (internal and external), prepare agendas, attend meetings and take notes, set up and organize meeting materials
- Project and Data Management – coordinate and track special projects, format and prepare information and PowerPoint and other presentations
- Discretion- Ability to handle highly sensitive and confidential information
- Proficient in MS Word, SharePoint, Teams and other virtual meeting applications, Outlook and Google calendars
WORK PERFORMED IN AGING’S LEGAL OFFICE:
- Serves as the office manager for Aging’s legal office with responsibility for overseeing the daily operations of the legal office. The work is performed with significant independence and requires a combination of quick decision making and long-term planning. This work requires playing an integral role in ensuring the smooth operational needs of the legal office by creating, implementing and maintaining tools and processes to enhance efficiency and to track due dates and deadline dates for legal work.
- Manages all matters related to law student externs including reviewing packets submitted by law schools; and communicating with incoming law students and the school’s administrative staff.
Manages administrative aspects of the agency’s appeals process.
- Attends off-site quarterly meetings for county directors and supervisors.
- Attends executive level meetings with attorneys and executive and management staff
- Assists with coordinating calendars, meetings and travel for legal staff.
- Formulating and recommending revisions to policies, procedures and protocols to enhance the legal office.
Works closely with RTKL attorneys to log, track, and ensure complete and timely responses to RTKL requests. Assists with coordinating RTKL records collection and redaction.
Tracks and logs all contracts and transactional documents.
Create and maintain a filing system for the legal office.
Handle all mailing and other external communications of the legal office.
Processes invoices and receipts for legal staff payments and reimbursements.
Assists with purchasing legal office supplies and equipment.
Exercises discretion and independent judgment and maintains confidentiality.
Represents the legal office at internal and external meetings with other bureaus, departments, agencies and entities as necessary.
Assist executive administrative staff in providing office-wide coordination of people resources for major projects or events.
Undertake other duties and special projects as assigned by the Chief Counsel.
| 
