Administrative Specialist Senior

Commonwealth-of-Kentuck; Frankfort (KY); Hybrid; USD 37,000 - 50,000; Full time

Job summary

Commonwealth of Kentucky's Education & Labor Cabinet seeks an Administrative Specialist Senior in Frankfort, KY. This full-time executive-branch role supports Staff Attorneys in the Workplace Standards Legal Division, handling complex litigation processes, docket management, and confidential materials.

The position requires a bachelor’s degree and at least three years’ professional administrative experience, with strong communication, Excel and organizational skills.

Qualifications

• Bachelor's degree required.
• Three years of professional, administrative, or business experience.
• Additional education will substitute for the required experience on a year-for-year basis.
• Additional administrative, business, research, and/or clerical experience will substitute for the required education on a year-for-year basis.
• NONE

Responsibilities

• Provides professional administrative support to Staff Attorneys as it relates to the functions that affect the process of numerous and complex legal programs and projects in the development, implementation and improvement within the legal division.
• Oversees and serves as the liaison for an administrative process by collaborating with state and federal court officials and working with other government agencies and attorneys.
• Monitors incoming mail, organizes incoming mail and other various pleadings. Maintains legal files. Organizes and closes files as requested. E-files documents and logs documents into daily mail log and electronic database.
• Schedules Prehearing Conferences.
• Coordinates and maintains docket by reviewing new cases for litigation. Reviews cases for accuracy and clarity before submission works with assigned attorney on the preparation and organization of litigation files. Organizes and prepares case information supporting documentation and provide assistance to attorney(s) as needed.
• Monitors the open records request (ORR) inbox and serves as backup to the paralegal consultant on all ORR matters. This includes gathering and redacting responsive documents and preparing draft responses for attorneys.
• Orders office supplies, acts as backup to the other Administrative Specialist Senior and completes check processing when necessary. Communicates with the public, answers inquiries and makes referrals as necessary. Corresponds via phone or email as it relates to new or ongoing cases and reports information to staff attorneys as necessary.

Skills

Excellent communication

Problem solving

Analytical skills

Day-to-day computer skills

Teamwork and independence

Excel experience

Interpersonal skills

Organizational skills

Attention to detail

Meet deadlines

Adaptability to changing priorities

Education

Bachelor's degree

Tools

Microsoft Office

Job description

Administrative Specialist Senior

Pay Grade: 13

Salary: $3,339.22 - $4,507.96 Monthly

Employment Type: EXECUTIVE BRANCH | FULL TIME | ELIGIBLE FOR OVERTIME PAY | 18A | 37.5 HR/WK

Hiring Agency: Education & Labor Cabinet | Office of the Secretary

Location: 500 Mero Street, 3rd Floor
Frankfort, KY 40601 USA

The Kentucky Education and Labor Cabinet advances education, workforce development, and economic opportunityacross the Commonwealth. The Cabinet provides education and training programs, employment and reemploymentservices, and workforce support to help Kentuckians gain skills, find meaningful work, and connect withemployers. It also partners with education providers, workforce boards, and employers to align training withlabor market needs and oversees labor programs that promote fair and safe workplaces.

Take advantage of this opportunity to join our team and make a difference in Kentucky! We are seeking areliable, self-motivated individual to serve in a full-time role for the employers and employees across theCommonwealth.

This position is in the Workplace Standards Legal Division, working as an Administrative Specialist Senior inthe Office of Legal Services at the Education and Labor Cabinet. The position will be based in FranklinCounty. The ability to telecommute may be available up to two days per week after successful completion of aprobationary period.

Responsibilities

• Provides professional administrative support to Staff Attorneys as it relates to the functions that affectthe process of numerous and complex legal programs and projects in the development, implementation andimprovement within the legal division.
• Oversees and serves as the liaison for an administrative process by collaborating with state and federal courtofficials and working with other government agencies and attorneys.
• Monitors incoming mail, organizes incoming mail and other various pleadings. Maintains legal files.Organizes and closes files as requested. E-files documents and logs documents into daily mail log and electronicdatabase.
• Schedules Prehearing Conferences.
• Coordinates and maintains docket by reviewing new cases for litigation. Reviews cases for accuracy andclarity before submission works with assigned attorney on the preparation and organization of litigationfiles. Organizes and prepares case information supporting documentation and provide assistance to attorney(s) asneeded.
• Monitors the open records request (ORR) inbox and serves as backup to the paralegal consultant on all ORRmatters. This includes gathering and redacting responsive documents and preparing draft responses forattorneys.
• Orders office supplies, acts as backup to the other Administrative Specialist Senior and completes checkprocessing when necessary. Communicates with the public, answers inquiries and makes referrals as necessary. Corresponds via phone or email as it relates to new or ongoing cases and reportsinformation to staff attorneys as necessary.

Skills and Expectations

• Excellent communication, problem-solving and analytical skills
• Day to day computer skills.
• Ability to work within a team as well as independently.
• Excel experience (pivot tables, creating formulas, and charts).
• Excellent interpersonal skills.
• Strong organizational skills
• Attention to detail
• Committed to meeting deadlines
• Ability to work volume and changing priorities.

If you are interested in a challenging yet rewarding opportunity to make a positive difference in our Cabinet,we would love to review your application for the Administrative Specialist Senior position within theWorkplace Standards Legal Division.

This position will have access to confidential and sensitive information. The successful candidate will berequired to ensure the safeguarding and security of all confidential and sensitive information and will berequired to complete training, sign acknowledgements, follow all policies and adhere to all statutes andrequirements pertaining to the safeguarding and security of confidential and sensitive information whileemployed and after employment ends.

The Education and Labor Cabinet (ELC) participates in E-Verify and will provide the federal government withyour Form I-9 information to confirm that you are authorized to work in the United States. ELC will only useE-Verify once you have accepted a job offer and completed the Form I-9.

For more information on E-Verify, or if you believe that ELC has violated its E-Verify responsibilities,please contact the Department of Homeland Security (DHS) at 999-897-7781 or https://www.e-verify.gov/

Minimum Requirements

EDUCATION: Graduate of a college or university with a bachelor's degree.

EXPERIENCE, TRAINING, OR SKILLS: Three years of professional, administrative, or business experience.

Substitute EDUCATION for EXPERIENCE: Additional education will substitute for the required experience on a year-for-year basis.

Substitute EXPERIENCE for EDUCATION: Additional administrative, business, research, and/or clerical experience will substitute for the required education on a year-for-year basis.

SPECIAL REQUIREMENTS (AGE, LICENSURE, REGULATION, ETC.): NONE

Incumbents working in this job title primarily perform duties in an office setting.

This job has an initial and promotional probationary period of 6 months, except as provided in KRS 18A.111.

If you have questions about this advertisement, please contact Shawn Goodpaster at [e-mail].

An Equal Opportunity Employer M/F/D