The agency seeks a qualified individual to work as part of the legal department team, which includes General Counsel, Paralegal and Records Administrator. The Legal Administrative Assistant provides administrative support to Legal Department with focus on civil penalties, and records organization and maintenance. More specifically, the Legal Administrative Assistant:

• Coordinates civil penalty process - prepares and tracks civil penalty documents and maintains legal database;

• Provides administrative support for routine administrative hearings - prepares correspondence, schedules events, organizes and maintains legal files and reference materials;

• Partners with Records Administrator with respect to agency records organization and management - files and retrieves agency documents, manages e-mail records, responds to public disclosure requests; and

• Provides primary back-up to Paralegal and Records Administrator, provides administrative support for General Counsel as requested, and provides support for other agency administrative staff.

Required Knowledge and Skills

• English grammar, spelling and punctuation used in business;

• Office and clerical practices and procedures, including filing procedures;

• Microsoft Office suite of products, e-mail software, and on-line computer services and databases;

• Agency regulations, policies and procedures related to compliance programs and legal department (desirable);

• Legal knowledge such as legal terms and phrases, and forms and documents and their processing (desirable); and

• Agency policy and procedures with respect to records administration and public disclosure law (desirable).

Required Abilities

• Use advanced word processing skills and Microsoft Office suite of products proficiently (Word for Windows desirable);

• Enter data into existing databases and spreadsheets with accuracy and attention to detail, and manage and maintain such data (Excel and Access desirable);

• Work with electronic records and data files, including file transfer to and from internet sources and e-mail;

• Prepare civil penalty documents, including researching information in penalties, citing correct agency regulations, drafting penalty descriptions, and preparing documents for mailing;

• Interact and communicate effectively with Agency employees and the public, including a strong customer service orientation with staff, other agencies, the public, attorneys and court personnel;

• Use good judgment and maintain confidentiality;

• Sort, categorize and file legal and agency files in a thorough and methodical manner, with particular attention to detail, and maintain legal reference materials;

• Manage paperflow, multiple priorities and varied complex tasks effectively and efficiently with attention to deadlines and accuracy; and

• Physically perform essential functions of the job with or without reasonable accommodations. Requirements include the ability to lift boxes of files up to 50 pounds.

Education and Experience

Any education and experience which provides the knowledge, skills and abilities to perform the job. An example of minimum education and experience would be:

• Education: High school degree and college level coursework in areas such as legal, word processing or office administration

• Experience: Three years of varied administrative experience, including word processing, data entry and one or more of the following: program coordination, applications processing (e.g. insurance claims processing) or executive secretarial work.