Legal Administrative Coordinator

Nassau County Board of County Commissioners•Nassau County, FL

7d•Onsite

About The Position

Provides drafting and review support for contracts, real property transactions, ordinances, resolutions and other transactional documents as assigned. Performs a variety of routine to complex legal administrative, secretarial, clerical, paralegal and accounting work to maintain efficient and effective legal office operations. May supervise and review the work of subordinate clerical personnel as assigned. Provides routine to complex administrative support to the County Attorney’s Office, which may include, but is not limited to preparing, reviewing and revising contracts, ordinances, and legal documents; scheduling appointments; and maintaining office calendars. Creates and maintains all litigation files and prepares legal pleadings for litigation cases handled by the County Attorney’s office. Such litigation cases include, but are not limited to, foreclosure, probate, and other lien claims. Assists the County Attorney’s Office Procurement Liaison as assigned. Assists in the preparation, review, and coordination of County meeting agendas and public notices. Composes, types, prepares, files, copies and/or transmits a variety of documents, including but not limited to contracts, real property transactional documents, legal pleadings, correspondence, notices, reports including research and compilation of information and data for reports; memos; logs; financial reports; technical reports; spreadsheets; matrices; personnel forms; and reports required by regulatory agencies and the County etc. Demonstrates knowledge of modern law office practices and technology; participates in continuing education of same. Demonstrates knowledge of legal terminology, documents and procedures. Demonstrates knowledge of civil rules and procedures. Manages personnel functions, including but not limited to processing payroll as requested; tracks time worked/leave taken; prepares job position requests and employee transmittals as requested. Assists in compilation of public records for the County Attorney’s Office in response to public records requests. Oversees and participates in the preparation and maintenance of financial records including the preparation of invoices for payment, requisitions, budget transfers, check requests, travel vouchers; and various financial statements and reports, etc. Performs routine bookkeeping/accounting work as required, including assisting with budget preparation, processing and/or preparing invoices, processing requests for payment, preparing cost estimates, balancing statements, maintaining various accounts, maintaining petty cash, preparing requisitions, budget transfers, check requests, travel vouchers, bank deposits, collecting and receipting various payments, etc. Performs a variety of routine legal and clerical duties as required, which may include but are not limited to copying and filing documents, retrieving archived documents, sending and receiving faxes, entering computer data, and processing daily mail. Supervises the work of subordinate personnel as requested; supervisory duties include instructing; planning; assigning and reviewing work of others; maintaining standards; reviewing work for completeness and accuracy; offering training and assistance as needed. Receives and responds to inquiries, requests for assistance from outside agencies and the public. Interacts and communicates with various groups and individuals such as the immediate supervisor, subordinates, co-workers, County personnel, County Boards and Committees, various other agencies, vendors and the general public. May operate a vehicle and a variety of equipment, which may include a computer, typewriter, fax machine, copier, recording equipment, telephone, calculator, postage meter, audio-visual equipment, printer and scanner etc. Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides adequate notice to higher management with respect to vacation time and leave requests. Performs all other duties as required or assigned. (These essential functions are not a complete statement of all duties required of the job. Employees will be required to perform such other related job duties as may be assigned or required.)

Requirements

Requires a high school diploma or GED equivalent supplemented by some College-Level coursework and/or six (6) years of secretarial or administrative assistant work experience in contract or other transactional drafting work in a legal environment or administrative office environment or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.
Knowledge of the methods, policies and procedures of the County Attorney’s Office and the County as they pertain to the performance of duties of the Legal Administrative Coordinator.
Knowledge of the laws, ordinances, standards and regulations pertaining to the specific duties and responsibilities of the position.
Knowledge of procurement, contract drafting, real property transactions, or other transactional drafting.
Knowledge of the organization of the County and of related departments and agencies.
Ability to comprehend, interpret and apply regulations, procedures and related information.
Ability to be a self-starter who takes initiative to complete the duties of the position without the need of direct supervision.
Skilled in the research and compilation of relevant data for pleadings, reporting and decision-making purposes.
Skilled in legal administrative, secretarial and paralegal areas.
Knowledge of legal terminology, documents and procedures as applicable in the County Attorney’s Office.
Knowledge of civil procedures.
Ability to prepare a variety of legal documents.
Knowledge of modern law office practices and technology.
Knowledge of proper English usage, vocabulary, punctuation, spelling and grammar.
Ability to use a computer for word and data processing.
Ability to type accurately at a rate sufficient for the successful performance of assigned duties.
Ability to operate and maintain a variety of office equipment as necessary in the performance of daily activities.
Skilled in the research and compilation of relevant data for reporting and decision-making purposes.
Ability to assemble and analyze information and prepare reports and records in a concise, clear and effective manner.
Ability to independently compose reports and correspondence.
Ability to read and interpret complex materials pertaining to the responsibilities of the job.
Ability to maintain confidentiality as required.
Ability to perform required mathematical calculations.
Ability to compile, organize and utilize various financial information necessary in the preparation of the County Attorney’s Office budget and knows how to prepare and monitor the budget.
Ability to take the initiative to complete the duties of the position without the need of direct supervision.
Ability to use independent judgment in performing routine and non-routine tasks.
Ability to plan, organize and prioritize daily assignments and work activities.
Ability to perform duties in a courteous manner and with the utmost integrity in the best interest of the public.
Ability to offer instruction and advice to subordinates regarding County Attorney Office’s policies, methods and regulations.
Ability to offer training and assistance to co-workers and employees of other departments as required.
Ability to learn and utilize new skills and information to improve job performance and efficiency.
Ability to work under stressful conditions as required.
Ability to react calmly and quickly in emergency situations.

Nice To Haves

Experience in procurement, contract drafting, real property transactions, or other transactional work preferred.
Preference will be given to applicants with Legal or Local Government experience.
May require a valid State Driver’s License.

Responsibilities

Provides drafting and review support for contracts, real property transactions, ordinances, resolutions and other transactional documents as assigned.
Performs a variety of routine to complex legal administrative, secretarial, clerical, paralegal and accounting work to maintain efficient and effective legal office operations.
May supervise and review the work of subordinate clerical personnel as assigned.
Provides routine to complex administrative support to the County Attorney’s Office, which may include, but is not limited to preparing, reviewing and revising contracts, ordinances, and legal documents; scheduling appointments; and maintaining office calendars.
Creates and maintains all litigation files and prepares legal pleadings for litigation cases handled by the County Attorney’s office.
Assists the County Attorney’s Office Procurement Liaison as assigned.
Assists in the preparation, review, and coordination of County meeting agendas and public notices.
Composes, types, prepares, files, copies and/or transmits a variety of documents, including but not limited to contracts, real property transactional documents, legal pleadings, correspondence, notices, reports including research and compilation of information and data for reports; memos; logs; financial reports; technical reports; spreadsheets; matrices; personnel forms; and reports required by regulatory agencies and the County etc.
Manages personnel functions, including but not limited to processing payroll as requested; tracks time worked/leave taken; prepares job position requests and employee transmittals as requested.
Assists in compilation of public records for the County Attorney’s Office in response to public records requests.
Oversees and participates in the preparation and maintenance of financial records including the preparation of invoices for payment, requisitions, budget transfers, check requests, travel vouchers; and various financial statements and reports, etc.
Performs routine bookkeeping/accounting work as required, including assisting with budget preparation, processing and/or preparing invoices, processing requests for payment, preparing cost estimates, balancing statements, maintaining various accounts, maintaining petty cash, preparing requisitions, budget transfers, check requests, travel vouchers, bank deposits, collecting and receipting various payments, etc.
Performs a variety of routine legal and clerical duties as required, which may include but are not limited to copying and filing documents, retrieving archived documents, sending and receiving faxes, entering computer data, and processing daily mail.
Supervises the work of subordinate personnel as requested; supervisory duties include instructing; planning; assigning and reviewing work of others; maintaining standards; reviewing work for completeness and accuracy; offering training and assistance as needed.
Receives and responds to inquiries, requests for assistance from outside agencies and the public.
Interacts and communicates with various groups and individuals such as the immediate supervisor, subordinates, co-workers, County personnel, County Boards and Committees, various other agencies, vendors and the general public.
May operate a vehicle and a variety of equipment, which may include a computer, typewriter, fax machine, copier, recording equipment, telephone, calculator, postage meter, audio-visual equipment, printer and scanner etc.
Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness.
Provides adequate notice to higher management with respect to vacation time and leave requests.
Performs all other duties as required or assigned.