Administrative Assistant I

Oklahoma State Government•Oklahoma City, OK

About The Position

Basic Purpose Positions in this job family are assigned responsibilities for providing secretarial and administrative support to attorneys. Typical Functions The functions performed in this job family will vary by level, unit and organization, but may include the following: Provides secretarial and administrative support for attorneys; composes and prepares various legal documents and forms; takes and transcribes dictation of confidential, technical, or legal material requiring high degree of accuracy; records and transcribes proceedings of meetings and conferences. Independently researches, locates and assembles legal materials for working files used in docketing cases or information and data for administrative board or commission consideration and action; gathers agency data and documents to support various pleadings filed in different courts; develops and maintains files on research sources. Reviews routine petitions regarding administrative appeals and prepares appropriate draft pleadings. Arranges for special conferences and meetings; maintains attorney’s calendar, advising of commitments; makes travel arrangements; prepares and submits travel claims and expense account. Schedules depositions, prepares exhibits for court cases; compiles reports or other materials for use by an attorney or other member of a legal staff. Maintains or supervises the maintenance of confidential legal files and hard copy or electronic records. Assists attorneys in ensuring that deadlines are met for filing various court actions; files orders, judgments, pleadings, briefs and other documents on behalf of an attorney. Plans, organizes and coordinates secretarial support for a staff of attorneys, general counsel or other legal staff; establishes office policies and procedures; schedules activities for attorneys and other staff members. Supervises secretarial staff in the completion of required tasks; assigns and reviews work; evaluates performance; provides training; approves leave; initiates disciplinary actions; interprets rules and regulations. Operates a variety of modern office equipment; screens phone calls and receives visitors; provides information or refers to appropriate official; opens, reviews and distributes mail; disposes of routine matters; prepares correspondence for supervisor’s signature. Level Descriptor Levels are distinguished based on the complexity of assigned duties, the level of expertise required for completion of work assignments, and the responsibility assigned for the supervision of others. This is the career level where employees will be expected to perform duties at all levels of complexity.

Requirements

Three years of experience performing a variety of complex clerical and typing work PLUS one year of experience as a legal secretary; or an equivalent combination of education and experience.
Knowledge of guidelines related to the preparation and filing of various legal documents and forms
Knowledge of business communications
Knowledge of trial and court procedures
Knowledge of law office practices
Knowledge of legal terms and definitions
Knowledge of business English
Knowledge of office procedures
Knowledge of business arithmetic
Knowledge of training principles and practices
Knowledge of public relations
Ability to establish effective working relationships with others
Ability to type accurately from plain copy at a rate of fifty words per minute
Ability to prepare complex legal documents and forms
Ability to deal with the public
Ability to handle confidential work with tact and discretion
Ability to exercise judgment in interpreting and applying rules or policy
Ability to follow oral and written instructions
Ability to operate standard office equipment
Ability to communicate effectively, both orally and in writing

Responsibilities

Provides secretarial and administrative support for attorneys
Composes and prepares various legal documents and forms
Takes and transcribes dictation of confidential, technical, or legal material requiring high degree of accuracy
Records and transcribes proceedings of meetings and conferences
Independently researches, locates and assembles legal materials for working files used in docketing cases or information and data for administrative board or commission consideration and action
Gathers agency data and documents to support various pleadings filed in different courts
Develops and maintains files on research sources
Reviews routine petitions regarding administrative appeals and prepares appropriate draft pleadings
Arranges for special conferences and meetings
Maintains attorney’s calendar, advising of commitments
Makes travel arrangements
Prepares and submits travel claims and expense account
Schedules depositions, prepares exhibits for court cases
Compiles reports or other materials for use by an attorney or other member of a legal staff
Maintains or supervises the maintenance of confidential legal files and hard copy or electronic records
Assists attorneys in ensuring that deadlines are met for filing various court actions
Files orders, judgments, pleadings, briefs and other documents on behalf of an attorney
Plans, organizes and coordinates secretarial support for a staff of attorneys, general counsel or other legal staff
Establishes office policies and procedures
Schedules activities for attorneys and other staff members
Supervises secretarial staff in the completion of required tasks
Assigns and reviews work
Evaluates performance
Provides training
Approves leave
Initiates disciplinary actions
Interprets rules and regulations
Operates a variety of modern office equipment
Screens phone calls and receives visitors
Provides information or refers to appropriate official
Opens, reviews and distributes mail
Disposes of routine matters
Prepares correspondence for supervisor’s signature