Administrative Assistant

Pennsylvania Courts; Harrisburg (Dauphin County); Hybrid; USD 43,000 - 68,000; Full time

Benefits offered by this job

Health, dental, vision plans

Retirement plans

13 paid holidays

12 paid sick days

12+ paid vacation days

Telework 1 day/week

Job summary

AOPC is seeking an Administrative Assistant to support the Legal Department. You will manage calendars, coordinate meetings, draft official correspondence, and maintain filing systems for attorneys, staff, and interns.

You will oversee travel arrangements, office logistics, lease and contract tracking, and database upkeep. A bachelor’s degree or equivalent experience, strong communication, and proficiency with Word, Outlook, SharePoint, and Adobe are required.

Qualifications

• Bachelor’s degree or equivalent combination of experience.
• Strong communication and multitasking abilities.
• Experience supporting legal teams is a plus.
• Familiarity with filing systems and document management.

Responsibilities

• Provide administrative support to the Chief Counsel and staff.
• Manage calendars, meetings, and travel arrangements.
• Draft, proofread, and prepare official correspondence and materials.
• Maintain digital and physical filing systems, and manage supplies.
• Oversee daily office logistics, including equipment maintenance, procurement, and inventory management.
• Organize electronic legal files, track leases and contracts, and prepare status reports.

Skills

Microsoft Word

Outlook

SharePoint

Adobe

Communication

Organization

Planning

Education

Bachelor’s degree or equivalent

Job description

The AOPC Legal Department is seeking a highly motivated, detail-oriented individual with excellent organizational skills to join our team as an Administrative Assistant. In this pivotal role, you will provide essential support to our attorneys, powering the team by performing key administrative tasks—including processing mail, coordinating meeting schedules, maintaining office supplies, and overseeing legal research tools. You will also track important legal documents across multiple program areas, deliver targeted support to the Leases and Transactions Unit, and assist other teams during high-demand periods.Working hours are Monday – Friday, 8:30 a.m. - 4:30 p.m., with a one-hour lunch break.One telework day per week is available after a training period.Notice to Recruiters and Agencies: AOPC does not accept unsolicited resumes from recruiters, agencies, or search firms.Job Duties Department Administrative SupportProvide administrative support to the Chief Counsel, Deputy Chief Counsel, six staff attorneys, and legal interns.Manage calendars, schedule meetings, coordinate CLE reservations, and make travel arrangements.Draft, proofread, and prepare official correspondence, reports, and meeting materials.Maintain digital and physical filing systems, digitize records, and update department contact lists.Oversee daily office logistics, including equipment maintenance, procurement, and inventory management. Leases & Transactions SupportOrganize electronic legal files, extract key information, and maintain lease tracking databases and spreadsheets.Generate and distribute monthly lease status reports to key stakeholders.Proofread leases, procurement contracts, Memorandums of Understanding (MOUs), and interbranch agreements.Track, process, and coordinate the execution and distribution of final legal agreements.Manage communications and arrange conference calls for lease and transaction matters. Resource & Knowledge ManagementAdminister Westlaw and LexisNexis user IDs and access credentials across the organization.Support the development and ongoing maintenance of the AOPC Legal SharePoint site.Assist with designing document templates, maintaining standard operating procedures, and organizing staff training.Special Projects & Cross-Functional CoverageCrosstrain in department functions, including processing sovereign citizen filings and assisting with statewide grand jury selection.Provide backup support to other areas during high-demand periods.Minimum QualificationsBachelor’s degree orAny equivalent combination of experience performing administrative (non-clerical) staff work involving a variety of assignments.Additional RequirementsWorking knowledge of Microsoft Word, Outlook, SharePoint, and Adobe.Strong communication, organizational, and planning skills and the ability to multitask.A satisfactory criminal background check is required.Job HighlightsExcellent benefits program, including comprehensive, low-cost medical, dental, vision, and prescription plans for employees and eligible family members beginning on the first day of employment.13 paid holidays, 12 paid sick days, and 12+ paid vacation days per year.Salary increases, employee assistance programs, and retirement plans.1 day of telework is available after a training period.Healthcare flexible spending account.6 weeks paid parental leave for eligible employees.Free parkingSalary informationStarting Annual Salary Range: $43,442 - $51,626Maximum Annual Salary: $67,994