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Primary Duties and Responsibilities:
Essential Performance Requirements*
⦁ Provides executive-level support by receiving, prioritizing, and responding to incoming visitors, correspondence, requests, reports, and telephone or e-mail contacts
⦁ Organizes and maintains schedules, calendars, and appointments including meetings and events and the detailed arrangements associated with such including preparing or providing agendas, minutes, travel arrangements, equipment, location, information packets, and follow-up action items
⦁ Directs the preparation of records such as notices, minutes, and resolutions for cabinet and trustee meetings
⦁ Acts as custodian of college documents and records; establishes and maintains files, logs, and other tracking systems for a variety of information, projects, and events
⦁ Directs the preparation and filing of legal documents with government agencies, ensuring that they conform to applicable statutes
⦁ Ensures maintenance of legal publications and legal opinion, litigation, and subject files
⦁ Maintains dockets and calendars for the General Counsel
⦁ Researches relevant statutes, rulings, and precedents
⦁ Tracks subpoenas and all information related to the subpoenas, as well as calendars and response deadlines
⦁ Coordinates and maintains operating budgets, including the tracking of all legal bills; receives and processes requests for budget expenditures such as travel, equipment purchases, and funds for other activities and events, as well as reconciles charges with files to verify the accuracy of invoices
⦁ Prepares memorandums outlining and explaining administrative procedures and policies to supervisory workers
⦁ Performs complex computer activities including word processing, data processing, scheduling processes, and visual and graphic presentations
*Performs Other Related Tasks as Required
The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
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Preferred Qualifications:
⦁ At least one (1) year's working experience working in an office as a Legal Assistant at the executive level
⦁ At least one (1) year's working experience in an administrative position in a community college or university setting
⦁ At least one (1) year's working experience researching relevant statutes, rulings, and precedents
⦁ At least one (1) year's working experience tracking subpoenas and all information related to the subpoenas, as well as calendars and response deadlines
⦁ At least one (1) year's working experience maintaining legal publications and legal opinion, litigation, and subject files
⦁ At least one (1) year's working experience preparing and filing of legal documents with government agencies, ensuring that they conform to applicable statutes
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Knowledge, Skills and Abilities:
⦁ Knowledge of the principles and practices of law office management
⦁ Knowledge of legal procedures and terminology
⦁ Skilled in delivering high-quality customer service and building effective interpersonal relationships, including strong listening, verbal, and written communication skills
⦁ Skilled in using computer applications and enterprise systems, including the Microsoft Office suite and the Microsoft 365 platform
⦁ Ability to perform and prioritize multiple tasks seamlessly ensuring accurate and timely completion, while exhibiting strong attention to detail and organization
⦁ Ability to work effectively both independently and as part of a team in collaborative environments, engaging with faculty, staff, and external stakeholders
⦁ Ability to identify routine issues and escalate non-standard problems using established procedures in a fast-paced work environment
⦁ Ability to think critically to effectively solve and communicate problems in a fast-paced environment where the demands for work are varied and unpredictable in scope and volume
⦁ Ability to coordinate assigned work and communicate effectively with faculty and staff to support campus and departmental operations
⦁ Ability to maintain a high level of diplomacy and tact, ensuring confidentiality and discretion with sensitive and confidential information
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Physical Demands and Work Environment:
Physical Demands
The physical demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee is occasionally required to stand, walk, and climb or balance. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work Environment
The work environment characteristics described here are representatives of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee occasionally works near moving mechanical parts and is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually quiet.
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