Paralegal/Legal Assistant

State of North Carolina•Wake County, NC

About The Position

The N.C. State Board of Elections is the statewide agency that supervises elections administration, enforces campaign finance requirements, and conducts associated investigations. The State Board ensures uniform implementation of state and federal election laws and appoints local officials serving on county boards of elections. The board is composed of 5 individuals appointed by the State Auditor from list of nominees submitted by the chairs of the two political parties having the highest number of registered affiliates. Agency staff are civil servants subject to the State Personnel Act. The Legal Division of the State Board of Elections provides comprehensive legal support to the agency, ensuring compliance with state and federal election laws. The Division advises the appointed State Board, the Executive Director, agency leadership, and staff on legal matters impacting the administration of elections in North Carolina. The Division also works closely with the North Carolina Department of Justice on litigation matters and plays a critical role in policy development, rulemaking, and legal guidance for county boards of elections. The Paralegal and Legal Assistant reports directly to the Agency General Counsel and provides legal administrative support and routine paralegal assistance to the Legal Division of the North Carolina State Board of Elections. The position helps attorneys manage correspondence, calendars, deadlines, documents, and records, with additional support for State Board meetings, rulemaking, public records requests, and legal proceedings. The position independently carries out established administrative procedures and completes defined research and document preparation assignments under attorney direction. Legal work uses approved templates, identified sources, and specific instructions, with attorney review of substantive work. Attorneys retain responsibility for legal advice, interpretation of law, legal strategy, and disclosure decisions. The General Counsel establishes overall priorities. The Deputy General Counsel and other agency attorneys may assign and review projects in coordination with the General Counsel. This position has no direct reports.

Requirements

Working knowledge of office administration, document preparation, calendaring, and records organization in a legal or comparable professional office.
Basic knowledge of legal terminology and the purpose and format of common legal documents, with the ability to learn agency procedures and election-related processes.
Skill in proofreading, written communication, and checking document accuracy, completeness, and consistency.
Ability to use word processing, spreadsheets, email, shared calendars, PDF tools, and electronic document management systems.
Ability to locate information using identified sources, accurately record citations, and organize facts without exceeding the scope of an assignment.
Ability to manage multiple assignments, track deadlines, follow up reliably, and promptly communicate delays or questions.
Ability to follow attorney instructions, recognize when attorney review is needed, and handle confidential and privileged information with discretion.
Ability to work effectively with attorneys, agency staff, county election officials, and members of the public while maintaining a professional and impartial manner.
Graduation from an appropriately accredited institution for paralegal training and two years of experience as a paralegal; or Bachelor’s degree from an appropriately accredited institution and two years of substantive paralegal experience; or High school or General Education Development (GED) diploma and six years of paralegal experience performing delegated, substantive legal work; or an equivalent combination of education and experience.

Responsibilities

Maintain attorney calendars, schedule meetings and appointments, coordinate meeting materials, and send reminders about deadlines and required follow-up.
Receive and log legal requests, correspondence, and incoming documents. Route matters to the appropriate attorney and flag urgent items.
Maintain a shared tracker of legal assignments, responsible attorneys, due dates, and status. Follow up on outstanding information and notify attorneys of delays.
Prepare routine correspondence and format, proofread, scan, copy, and assemble documents. Check names, dates, attachments, and consistency before attorney review.
Respond to routine scheduling and status inquiries using approved information. Refer requests for legal interpretation or advice to an attorney.
Coordinate routine travel arrangements, reimbursement documentation, supply requests, and legal subscription renewals with administrative staff as assigned.
Collect attorney-approved legal materials for State Board meetings, organize attachments, and coordinate submission by established deadlines.
Prepare meeting folders, document indexes, proposed order templates, and other materials using attorney instructions. Check that the correct versions are included.
Assist attorneys during meetings and hearings by locating documents, maintaining notes on assigned follow-up, and coordinating administrative needs.
Maintain rulemaking calendars, contact lists, draft histories, notices, and submission records. Remind attorneys of scheduled actions and deadlines.
Log public comments and organize them by rule or topic for attorney review. Assemble and submit approved notices, filings, and supporting materials as directed, retaining confirmations.
Track distribution of final board orders, adopted rules, and approved legal guidance, and maintain the corresponding records.
Maintain organized electronic and paper legal files using established naming, indexing, version control, and access procedures.
Log and track public records requests assigned to the Legal Division. Coordinate collection of potentially responsive records from agency staff for attorney review.
Organize collected records, identify duplicates, and prepare indexes or proposed redactions using attorney instructions. Route disclosure and confidentiality questions to an attorney.
Prepare approved response materials, document transmission, and update request status. Maintain a record of what was provided and when.
Follow agency retention schedules and attorney instructions for legal holds, archiving, and authorized disposition. Protect confidential and privileged materials.
Locate specified statutes, administrative rules, court decisions, prior agency guidance, and other materials using sources and search instructions provided by an attorney.
Record citations, source links, dates, and relevant excerpts, and organize findings for attorney review. Flag missing information or uncertainty about the requested source.
Prepare factual timelines, document summaries, and basic research notes within the assigned scope. Refer questions about legal meaning or application to the assigning attorney.
Populate approved templates and prepare initial drafts of routine letters, forms, and notices using supplied facts and instructions. Submit substantive documents for attorney approval.
Help collect and organize documents, exhibits, correspondence, and factual materials requested by agency attorneys or outside counsel.
Maintain case folders and attorney-confirmed filing and hearing dates. Coordinate logistics for hearings, interviews, and other proceedings as assigned.
Assemble and transmit attorney-approved filings or records through designated channels. Retain filing confirmations and delivery documentation.
Support assigned election protests, candidate challenges, and other proceedings by organizing submissions and hearing materials and assisting with approved notices and final orders.
Perform other legal administrative and support assignments directed by the General Counsel.