Legal Office Administrator

Charles County Government; Maryland; Hybrid; USD 61,000 - 74,000; Full time

Benefits offered by this job

Telework eligibility

Job summary

Charles County Government is seeking a dynamic Legal Office Administrator to perform legal secretarial and office management work for the Office of the County Attorney. The Administrator will serve as Executive Assistant to the County Attorney and Administrative Clerk to the Board of License Commissioners.

Essential duties include drafting legal documents, managing licenses, coordinating hearings, and supervising clerical staff. Telework eligibility is available per county policy.

Qualifications

• Requires Associate’s degree and 4 years of progressive office/admin/legal secretarial experience.
• Knowledge of modern office procedures, software and practices.
• Knowledge of legal secretarial procedures and office management.
• Ability to maintain client confidentiality.
• Strong written and oral communication skills.
• Ability to train and supervise staff.

Responsibilities

• Performs Administrative Legal Assistant duties for County Attorney, including preparing legal documents for signature.
• Serves as Administrative Clerk to the Board of License Commissioners and coordinates hearings and licenses.
• Maintains and reviews legal files and prepares notices and minutes.
• Coordinates legislative package activities and tracks state bills for the County Attorney.
• Provides supervision and direction to clerical staff and participates in hiring and training.

Skills

Office administration

Legal secretarial procedures

Office management

Legal system knowledge

Written and verbal communication

Staff training & supervision

Confidentiality

Education

Associate’s degree

Tools

Computers

Copiers/Scanners

Typewriters

Office software

Job description

Summary

The hiring salary for this position is $67,483.85.

Telework eligibility is determined by county policy and the approval of the hiring department.

Please note that applications will be capped at 75 and this job positing may be removed without notice.

Charles County Government is seeking a dynamic Legal Office Administrator to perform legal secretarial and office management work for the Office of the County Attorney. Administrator will serve as Executive Assistant to the County Attorney and Administrative Clerk to the Board of License Commissioners.

Essential Job Functions

• Performs duties as Administrative Legal Assistant to the County Attorney including but not limited to production and composition of a variety of typed or word processed legal documents such as briefs, pleadings, memoranda, writs and orders; takes and transcribes dictation into final form, composes correspondence and prepares documents for County Attorney signature; transcribes oral and/or machine dictation, proof-reads and edits typed materials for accuracy of grammar, spelling, punctuation and format; ensures adherence to established style guides and legal formats.
• Performs duties as Administrative Clerk to the Board of License Commissioners (BOLC). Examines application for alcoholic beverage licenses for completeness and accuracy; schedules hearings before the BOLC; coordinates with applicants and local attorney's as to pending matters before the Board; maintains all files and reviews' of legal documentation; drafts correspondence and forms (i.e., legal notices, minutes, findings of fact, show cause orders, correspondence to license applicants and holders, etc.); maintains databases on all alcoholic license holders; coordinates with Assistant County Attorney and alcoholic enforcement officers on matters which may come before the BOLC.
• Coordinates and maintains files relative to the Charles County Legislative Package, including scheduling and announcement of public hearings, compilation of legislative initiatives and creation and disbursement of final legislative package.
• Coordinates with staff of State Senator and Delegates to rack and keep County Attorney apprised of the status of all bills introduced in the State legislature on behalf of Charles County.
• Processes on behalf of the Office of the County Attorney and the Board of License Commissioners administrative actions such as budget, fiscal, payroll, personnel, purchasing actions, prepares and follows up on actions to ensure proper completion and takes necessary steps to resolve problems or expedite actions.
• Communicates with courts, Charles County Legislative Delegation, department heads and staff, outside organizations and others to arrange schedules, meetings and relay or obtain information or pass on instructions; maintains liaison with and informs other parties of matters requiring their attention; speaks for supervisor on matters on which supervisor's views are known or otherwise authorized.
• Coordinates all support functions of the Office of the County Attorney and leads staff in such work, including composing memoranda, letters, and meetings minutes for own signature on office matters.
• Receives and assists visitors to the office; queries visitors and directs them to appropriate staff or offices; answers substantive questions regarding office/department operations for the purpose of facilitating the use of services.
• Responds to invitations for businesses and social engagements for the County Attorney and schedules appointments as well as individual appointments.
• Provides work and/or functional supervision of clerical staff in the department.
• Participates in hiring and training of office staff and coordinates, evaluates, and disciplines departmental personnel in accordance with county personnel policies and procedures; serves as personnel coordinator for the office.
• Keeps supervisor and unit staff informed of matters; initiates inquiries of County offices and other organizations to obtain information; researches, files and records and compiles data for supervisor's review; prepares memos, notes, and reports for supervisor.
• Ensures compliance with established policies and procedures regarding office services, County protocols and administrative requirements; advises staff and others regarding such requirements and maintains official policy and guidance files for the office.
• Prepares and/or reviews legal documents, initiates administrative actions, maintains legal files, interviews persons to prepare statements and performs related legal office work.
• Provides work direction to other clerical staff in the unit.
• Performs other related job duties as assigned.

Qualifications, Knowledge, Skills, and Abilities

Education and Experience:

Associate’s degree. Four (4) years of progressively responsible office administrative/legal secretarial experience; or an equivalent combination of education, experience, and training.

Licenses or Certifications:

None.

Special Requirements/Qualifications:

Work is subject to frequent interruptions and inflexible deadlines.

May be required to attend meetings to take minutes and provide clerical support.

Knowledge, Skills and Abilities:

• Knowledge of modern office procedures, software and practices including operation of office appliances such as calculators, computers, copiers/scanners and typewriters.
• Knowledge legal secretarial procedures and practices.
• Knowledge office management procedures and practices.
• Knowledge law office procedures and the legal system.
• Ability to provide legal secretarial services to the County Attorney.
• Ability to provide office management and related services.
• Ability to perform office assignments involving substantive operations of the unit requiring an understanding of unit operations and policies.
• Ability to assist the public, clientele and others to utilize services by explaining, instructing and advising them regarding their needs and requests and the services provided.
• Ability to communicate effectively orally and in writing.
• Ability to train and supervise in work.
• Ability to maintain client confidentiality.
• Ability to carry out assignments, follow through on matters and uses independent judgment and training to take appropriate actions to deal with standard recurring situations.

Additional Information

PHYSICAL DEMANDS

The work is sedentary with frequent periods of light physical activity, and is performed in office surroundings. Typical positions require workers to walk or stand for long periods; lift and carry up to 20 pounds; climb stairs, bend, reach, hold, grasp and turn objects; and use fingers to operate computer or typewriter keyboards; and requires the ability to speak normally and to use normal or aided vision and hearing.

WORK ENVIRONMENT

Principal duties of this job are performed in a general office environment.

Department: County Attorney

Pay Grade: 114

FLSA Status: Non-Exempt

Telework Eligible: Yes

Reports To: County Attorney

Supervises: Legal Assistant I, Legal Assistant II, Legal Assistant III, Senior Legal Assistant