Administrative Assistant, Legal

The School District of Lee County•Fort Myers, FL

2d•Onsite

About The Position

Provides a wide range of complex office administration and support in carrying out the day-to-day operations necessary for the smooth functioning of the District’s legal office. Using the appropriate software; develop, write and edit a wide range of documents to include but not limited to: letters, memoranda, reports, and presentations. Purchases and maintains inventory of supplies for the department. Serves as primary contact and source of information for customers of the department, including staff and external partners. Prioritizes conflicting needs; handle concerns expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures. Develops, implements, and administers departmental office systems and procedures. Establishes office procedures, policies and operations. Interprets and communicates policies and processes. Reviews, assesses, routes, answers and monitors follow up action steps on correspondence. Gathers and analyzes information required for administrative reporting. Manages calendar appointments, arranges for meetings, appointments, interviews and travel arrangements. Monitors budget including tracking expenditures and providing reports. May prepare spreadsheets for budgets, or contracts, including tracking and maintaining expenditures and reconciling accounts. Prepares financial reports using on-line financial systems.

Requirements

Associate’s degree in a business or law-related field.
Five (5) years of experience in administrative field.
Clear and concise oral and written communication skills.
Organizational and management skills.
Knowledge of pertinent regulations, policies, and procedures for the functional area of assignment.
Knowledge of HIPAA, Public Records, Sunshine Law, FERPA, and other laws/regulations related to student and employee privacy, public information, and records retention.
Knowledge of and experience with industry-standard equipment, materials, practices, computers, and applications.
Ability to work in a fast-paced environment, multi-task, and remain organized to complete time-sensitive jobs on or before deadline.
Skills in proofreading documents and making appropriate corrections.
Ability to professionally and effectively respond to customer needs and requests for service or assistance.
Knowledge of legal documentation procedures and requirements.
Knowledge of legal terminology and procedures.

Nice To Haves

Bachelor’s degree in political science, legal studies, criminal justice, or related field.
Graduation from an American Bar Association approved legal assistant program or legal certification.
Relevant work experience or education may be substituted to satisfy minimum qualifications.

Responsibilities

Maintain attorney calendars and master docket calendar for legal deadlines, scheduling all appointments, tracking work in progress, and monitoring cases through final disposition.
Ensure material is clear, consistent, complete and credible, and that text is well written, grammatically correct and accessible.
Work with attorneys in coordinating and overseeing document production associated with assigned cases.
Assist attorneys with case management.
Purchases and maintains inventory of supplies for the department.
Serves as primary contact and source of information for customers of the department, including staff and external partners.
Prioritizes conflicting needs; handle concerns expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
Develops, implements, and administers departmental office systems and procedures.
Establishes office procedures, policies and operations.
Interprets and communicates policies and processes.
Reviews, assesses, routes, answers and monitors follow up action steps on correspondence.
Gathers and analyzes information required for administrative reporting.
Manages calendar appointments, arranges for meetings, appointments, interviews and travel arrangements.
Monitors budget including tracking expenditures and providing reports.
May prepare spreadsheets for budgets, or contracts, including tracking and maintaining expenditures and reconciling accounts.
Prepares financial reports using on-line financial systems.