Department of General Services
Legal Office Administrator 1
POSITION DESCRIPTION |
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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. |
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. Performs advanced legal support work for the Chief Counsel, the Deputy Chief Counsel, the Assistant Chief Counsels and staff attorneys within the DGS Office of Chief Counsel’s Capital Programs Unit and Litigation Unit. Receives and conducts pre-reviews of contracts, agreements, amendments and various other legal documents relating to a wide range of constructions projects via hard copy or SAP/SRM or Trimble; compiles, updates, organizes and maintains a tracking log. Compiles and organizes the annual contract and usage report for submission to the Office of General Counsel. Tracks and submits purchase orders to OGC and OAG for approval. Capital Programs – Reviews and circulates for signatures contracts, agreements and various other legal documents relating to Capital Programs’ responsibilities. Assist in preparation and review of legal documents correspondence, and any other documents as assigned. Analyzes legislation for legal intent and administrative impact to agency and summarizes recommendations to bring agency policy and operations into compliance. Routing and tracking of standard and non-standard contracts, including “rush” situations, that need to be circulated for review/execution by DGS, other agencies, OGC and OAG. Establishes and coordinates the processing of legal documents, contracts and leases with the Office of Attorney General and the Office of General Counsel. Litigation – Collect, compile, and prepare documents to form the Certified Agency Records for filing with the Commonwealth Court. Collect, compile, and prepare exhibits for use at hearings and trials. Assist in the preparation of legal documents, including but not limited to, correspondence, pleadings, discovery requests/responses, settlements, briefs and any other document as assigned. Serves as the agency’s litigation coordinator by tracking incoming cases and ensuring that all court and filing deadlines are met. Reviews and forwards notices regarding Tort litigation matters. Conducts legal research, cite checking, proofreading and docket review. 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. Maintains purchasing card for the Office of Chief Counsel. Tracks and manages payment for supplies, library subscriptions, attorney memberships, legal filings and other office services. Supports legal work amongst all attorneys by:
Supports DGS Chief Counsel administrative work by:
The incumbent also performs other related duties as required. |
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. Functions independently in the performance of a wide variety of administrative and support staff duties. All work is performed in a time-sensitive and highly confidential manner with considerable independence requiring only general direction as-needed and minimal supervision. |
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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