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Administrative Services Manager I, General Counsel

OFFICIAL TITLE: Admin Services Manager I CODE: 4150 SQ/OQ: Optimal Qualified
WORKING TITLE: Administrative Services Manager I, General Counsel GRADE: 17 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction of the MCPS General Counsel, performs varied and responsible office and secretarial work. Serves as principal office support for MCPS general counsel and staff. Position deals with non-routine matters requiring research, investigation or analysis, and knowledge of current issues with which the office is concerned. Employee exercises considerable initiative by anticipating requirements of general counsel and staff for information, assembling information for reports and filings coming due, and tracking events, deadlines or situations to keep general counsel and staff informed. Work involves frequent contact with high officials within MCPS and in other organizations, as well as parties to litigation and court personnel, requiring judgment in arranging meetings and communication matters. Employee ensures either personally or through others that office support is available on a timely basis to serve staff, that adequate supplies are on hand, and that equipment is in good condition. Employee assumes responsibility for maintaining the highest level of confidentiality of all MCPS information, records, and files.
KNOWLEDGE, SKILLS, AND ABILITIES: Considerable knowledge of legal secretarial procedures and practices required. Can demonstrate proficiency and knowledge of business and legal English, grammar, spelling, and punctuation, arithmetic and legal secretarial procedures and practices. Must possess strong organizational, analytical, and problem solving skills; some knowledge of or interest in legal issues affecting education; Knowledge of federal and state court rules, the functions of a school system, and its operating procedures preferable but not required. Ability to synthesize information into well-written analytical documents, including preparing official minutes, decisions and orders for appeals, and legal correspondence. Ability to multi-task, prioritize changing assignments, and organize busy work load, meet deadlines, and work well under pressure, while exercising excellent attention to detail. Ability to interact with diverse constituencies and convey complicated information with tact and diplomacy. Considerable knowledge of modern office practices, procedures, and equipment with considerable skill using Windows operating systems , office products, such as MS/Office Suite to carry out job responsibilities and improve efficiency in completing complex word processing tasks; considerable skill using the internet, knowledge of legal databases such as Westlaw, Lexis, and PACER , and other legal resources, including litigation support software and case management software to research complex issues desirable. Excellent oral and written communications, expressing thoughts clearly, accurately, and concisely required when communicating with attorneys, supervisors, co-workers, and other business professionals with the ability to handle confidential and controversial matters with judgment and tact; ability to draft memoranda and letters from general instructions, meeting notes or dictation. Ability to organize and manage paper and electronic record files and service of court documents required. Ability to carry out continuing assignments independently, using good judgment and exercising discretion, paying attention to detail to produce quality work, and recognizing the need to ask questions and seek guidance. Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).
EDUCATION, TRAINING, AND EXPERIENCE: High School or GED diploma required. Associates or Bachelors degree preferred. Training, coursework, and/or experience in legal issues related to education and/or administrative law. Minimum two years¿ experience with considerable progressively experience in the legal secretarial field, preferably supplemented with experience in performing client accounts maintenance and related fiscal work, including some experience with Montgomery County Public Schools or another school district. Other combinations of applicable education, training, and experience which provide the knowledge, abilities, and skills necessary to perform effectively in the position may be considered.
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) Sustained operation of keyboard devices.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) Ability to work unusual hours and overtime as required


Keeps calendars and commits supervisors and/or staff to appointments.

Makes travel arrangements and processes travel vouchers; receives, logs-in, screens and routes mail.

Receives and screens visitors to the office, answers inquiries by telephone and in person regarding unit operations, procedures, programs and services, explaining requirements, assisting caller/visitor in completing forms or other actions; maintains office or unit records for program and processes actions.

Answers telephones, takes messages, screens and routes calls to legal staff.

Performs skilled word processing by producing a variety of documents from rough draft copy, verbal instructions, sketches and brief notes: utilizes full capability of equipment to create style sheets, move or merge text, edit and proofread to ensure accuracy and completeness; check spelling, do arithmetic, create mailing lists and form letters; produces charts, graphs and tables; generate tables of authority and tables of contents; maintains electronic data files of documents following established procedures for creating backup files, purging files, and storing files.

Arranges meetings, coordinates schedules of staff and others, assembles needed files and data, prepares agendas and drafts presentations.

Attends meetings, takes notes, prepares written materials from, notes, drafts, and verbal instructions or on own.

Researches and compiles information for reports and other purposes.

Types and/or prepares and proofreads legal briefs, depositions, memoranda, cover letters, pleadings, and other legal documents from written notes, drafts, and verbal instructions.

Formats and organizes material in accordance with standard legal practices using word processors.

Initiates actions to keep staff informed of department and school system operations.

Sets up, maintains, indexes, and controls important and confidential records and paper and/or electronic case files, including daily and regular filing.

Maintains correspondence controls such as tickler files; follows up on assigned responses, due dates, reviewers and signatures; ensures that system wide correspondence guides and formats are adhered to within the office.

Prepares formal packages going to the Board of Education for action, which involves assembling all required documents, editing and correcting materials, preparing charts, tables, and memoranda.

Assigns and coordinates the work of clerical employees typing, proofreading, assembling, and distributing reports.

Orients new office and secretarial employees in the office to acquaint them with MCPS procedures and office requirements.

Serves as resource on communications and related policies and procedures.

Maintains administrative manuals and guides; updates with new issuances as they arrive and ensures that office possesses full and complete sets of such items; researches such materials to locate applicable guides for supervisor, staff or own use; interprets and applies such guides to office management operations.

Utilizes resources appropriately to complete work in the most efficient manner.

Proactively communicates the status of work.

Participates and contributes fully as a team member;

Produces correspondence, reports, charts, and other materials using numerous data management techniques to enter, edit, print, and file information; maintains and updates electronic databases.

Handles mailings. Assists in preparation of paper and electronic court filings and responses to document/discovery requests.

Develops spreadsheets and databases.

Call court clerks for simple/logistical information regarding filings.

Maintains office supplies; arranges for equipment service; arranges for building service assistance as needed.

Performs related work as required.

Class Established: 7/00
Date(s) Revised: 3/14
Last Reviewed: 9/2017

This description may be changed at any time.

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