Administrative Specialist Senior

Kentucky Personnel Cabinet•Frankfort, KY

9d•$3,339 - $4,508•Hybrid

About The Position

The Administrative Specialist Senior works in the Workplace Standards Legal Division within the Office of Legal Services at the Kentucky Education and Labor Cabinet. The role provides administrative support to staff attorneys and helps manage legal programs, projects, cases, and related processes. The position is based in Franklin County, Kentucky, and may allow telecommuting up to two days per week after successful completion of a probationary period. The employee handles legal mail and files, e-files and logs documents, schedules prehearing conferences, and helps maintain the litigation docket. The role also supports case preparation and open records requests, orders office supplies, backs up another Administrative Specialist Senior, processes checks when necessary, and communicates with the public and other parties regarding cases. The position has access to confidential and sensitive information. The successful candidate must safeguard that information, complete required training, sign acknowledgements, and comply with applicable policies, statutes, and security requirements during and after employment.

Requirements

Graduate of a college or university with a bachelor's degree, or qualifying additional administrative, business, research, and/or clerical experience substituted year for year.
Three years of professional, administrative, or business experience, or qualifying additional education substituted year for year.
Excellent communication, problem-solving, and analytical skills.
Day-to-day computer skills.
Ability to work independently and as part of a team.
Excel experience, including pivot tables, creating formulas, and charts.
Excellent interpersonal skills.
Strong organizational skills and attention to detail.
Commitment to meeting deadlines and ability to handle volume and changing priorities.
Ability to complete required confidentiality and information-security training and comply with related policies and requirements.

Responsibilities

Provide professional administrative support to staff attorneys for legal programs and projects, including their development, implementation, and improvement.
Oversee an administrative process and liaise with state and federal court officials, government agencies, and attorneys.
Monitor and organize incoming mail and pleadings; maintain legal files; and organize and close files as requested.
E-file documents and log them in the daily mail log and electronic database.
Schedule prehearing conferences.
Coordinate and maintain the docket by reviewing new cases for litigation.
Review cases for accuracy and clarity before submission and work with the assigned attorney to prepare and organize litigation files.
Organize and prepare case information and supporting documentation, and assist attorneys as needed.
Monitor the open records request inbox and serve as backup to the paralegal consultant on open records matters, including gathering and redacting responsive documents and preparing draft responses for attorneys.
Order office supplies, provide backup to the other Administrative Specialist Senior, and process checks when necessary.
Communicate with the public, answer inquiries, and make referrals as needed.
Correspond by phone or email regarding new or ongoing cases and report information to staff attorneys.
Safeguard confidential and sensitive information, complete required training, sign acknowledgements, and comply with applicable policies and requirements.