Job Summary

Overview

The work involves a variety of highly complex clerical duties and has primary responsibility for document preparation, review and processing. This is legal support staff work, which requires the exercise of confidentiality and independent judgment.

Major Responsibilities:

• Type correspondence and legal documents from handwritten copy or typed rough draft form.
• Compile information for legal documents, including exhibits, and assemble into a final form in accordance with statutes and other requirements. Transmit materials to involved parties in paper or electronically.
• Electronic filing of legal documents to Courts.

• Answers telephones, maintains attorney calendars, schedules, and arranges appointments. Arranges travel (including flights and hotels) and prepares travel expense vouchers. Maintains mail logs for attorney mail.

• Maintains working knowledge of the contract management system using Microsoft (MS) SharePoint to serve as back-up for processing incoming university and Office of the Chancellor paper contracts for review and approval through Legal Counsel, Office of General Counsel and Office of Attorney General when contract staff out of office.
• Assist Legal Office Administrator in updating Legal Audit Report in MS SharePoint.
• Print and distribute Pending Litigation Report in MS Access to responsible attorneys for revisions and update information as requested by attorneys.
• Add litigation matters to Pending Litigation Report and Audit Report as directed by professional staff.
• Open and close paper and electronic files.
• Following retention schedule, clean out closed files, scan and upload into MS SharePoint.
• Monitor routine office supplies and order new supplies as needed.
• Assist in monitoring general email account for incoming EEOC Charges and settlement memorandums from the OAG.
• Input work orders into Help Desk system for office needs, copying Office Administrator.
• Ensure adequate supplies and obtaining service as needed for Office multi-function machines.
• Assist with picking up documents/contracts at OGC/OAG.
• Assist with metering mail and taking to Post Office at end of day.
• Prepare monthly purchasing card report and transmit to Office Administrator for approval.
• Maintain law library.
• Other duties as assigned.

Minimum Qualifications

MINIMUM EXPERIENCE AND TRAINING:

• Three years of responsible clerical, enforcement or investigative work;

or

• An equivalent combination of experience and training.

Preferred Qualifications

Essential Knowledge, Skills, and Abilities:

• Typing proficiency of at least 60 wpm, 98% accuracy.
• Proficiency with Microsoft Office Suite including Word, Access, Excel, Outlook, and SharePoint and ability to use provided computer technology to enhance the quality of work and programs.
• Ability to express ideas clearly, effectively, persuasively, and accurately, both orally and in writing.
• Ability to accurately compose, prepare, proofread, and type correspondence and legal documents.
• Ability to handle sensitive issues and correspondence with accuracy, confidentiality and discretion.
• Understanding of legal processes, terminology and statutory timeframes.
• Strong behavioral competencies related to results orientation, customer service, continuous improvement, teamwork and collaboration, and valuing diversity.
• Familiarity with the operation of office equipment.
• Familiarity with standard office operating and reporting procedures.