ALAMO COMMUNITY COLLEGE DISTRICT
Non-Exempt
Job Title : ADMIN ASSISTANT TO GENERAL COUNSEL (1225)
Policy Group : Nonexempt-Clerical/Maintenance/Technical
PRIMARY IMPACT:
Provides standard administrative, technical, or production services or information that supports others, and/or organizes data and information that is used and analyzed by others.
DUTIES:*
1. Prepare, edit, and revise legal
documents as well as correspondence and memoranda; maintain current reading
file of all General Counsel correspondence.
2. Screen and direct telephone calls and
inquiries to appropriate parties.
3. Maintain an accurate and current
calendar for court hearings, filing and statute of limitations deadlines;
schedule and coordinate all meetings, appointments, conferences, and travel for
General Counsel; maintain with current and accurate information such flow
charts and matrices showing the progress of litigation and other matters as may
be required.
4. Structure, organize, and maintain
filing systems of all legal and administrative documents.
5. Maintain current subscriptions to
publications as directed, interacting with vendors as needed.
6. Prepare resolutions, agenda items, and back-up
information for Board meetings as required.
7. Oversee and coordinate monthly billing
process for outside counsel; prepare for the General Counsel’s review all
statements submitted by outside counsel; interact with administrative support
staff in the offices of outside counsel as needed to ensure the preparation,
submission, review, and timely payment of properly documented invoices.
8. Coordinate communication of approved
policies/procedures and changes to policies and procedures.
9. Respond to and coordinate Public
Information Act requests; maintain effective calendaring system for and
accurate and current files of all requests, responses, and requests for
Attorney General rulings.
10. Maintain cordial, productive, and
effective working relationships with administrative support staff and other
District personnel while maintaining the confidentiality of all information
within the General Counsel function.
* Any one position may not include all
of the duties listed, nor do the examples necessarily include all of the duties
performed.
KNOWLEDGE/SKILLS/ABILITIES:
Extensive knowledge of English grammar, syntax,
spelling, punctuation, composition, word processing software, databases,
spreadsheets, and office management policies and procedures. Exceptional knowledge/use of political and
organizational protocol in governmental entities as well as those in the
private sector.
Effective editing and document layout skills. Excellent communication and interpersonal
skills required for dealing with complex, confidential issues and high-level
administrators; effective supervisory/leadership skills. Willingness to expand understanding of and
practice effective dispute resolution methods.
Ability to perform highly responsible administrative
duties, communicate professionally (orally and in writing), type 50 wpm, and
accurately take and transcribe notes.
Demonstrated ability to maintain confidentiality, prioritize work, work
independently, represent the General Counsel in a professional manner, and make
decisions using discretion and sound judgment.
Ability to take the initiative to improve work processes and solve, and
ultimately minimize, problems. Ability
to lay out documents clearly and persuasively, including the ability to
graphically display quantitative and other information.
The employee follows existing procedures to which
he/she can make some changes to solve problems.
Progress or results of work is periodically checked and prior approval
is required before changing standard work procedures (for example, coordinating
and scheduling meetings and events).
LEADERSHIP OF PEOPLE
Work flow management of a unit including training
and contribution to performance appraisal (but not the full complement of
management duties).
VERBAL COMMUNICATION SKILLS
Discussing unique or non-recurring issues with
others which may involve converting specialized terms into everyday language to
ensure understanding.
WRITTEN COMMUNICATION SKILLS
Composing letters, memos, or reports or a routine or
recurring nature.
PROBLEM ANALYSIS
The
employee typically has to deal with issues or problems that often require
assessment and reasoning before coming up with an approach or solution. The search for solutions may be accomplished
quickly, but usually requires assessment and analysis of various alternatives
based on standards or approaches defined by management or the appropriate
professional/technical discipline.
MINIMUM
Minimum: An Associate’s degree or equivalent.
Preferred: An
Associate’s degree or equivalent.
Full-time progressive legal secretarial experience
may be substituted for education on a year-for-year basis up to a maximum of
two (2) years.
MINIMUM AND PREFERRED EXPERIENCE
Minimum: Five
to eight years.
Preferred: Five
to eight years.
Specifically, the position requires five years of
progressive legal experience in addition to that used to satisfy the education
requirement above. Legal department, law
firm, and/or executive secretarial experience preferred.
Note: “(+)” indicates that an “intermediate”
definition was selected for this factor.
The statement applies to the lower level.
Supervisor signature
___________________________________
Date _____________