OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → ADMINISTRATIVE LEGAL SUPPORT SPECIALIST,OFFICE OF GENERAL COUNSEL

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Administrative Legal Support Specialist,Office of General Counsel

MONTGOMERY COUNTY PUBLIC SCHOOLS
CLASS DESCRIPTION
OFFICIAL TITLE: Admin Legal Specialist CODE: 4185 SQ/OQ: Optimal Qualified
WORKING TITLE: Administrative Legal Support Specialist,Office of General Counsel GRADE: 20 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction, performs confidential and highly responsible administrative legal support and paralegal services for the Office of General Counsel. Provides primary coordination of administrative legal support for all MCPS legal matters, including responding to legal inquiries; tracking, monitoring, and docketing legal matters; accounting for filing deadlines; identifying, gathering, reviewing, and analyzing materials, records, and data required for legal matters; conducting research; drafting correspondence and pleadings for attorney review; and overseeing the maintenance of confidential MCPS legal files, as well as various administrative and office support services. Assumes responsibility for maintaining the highest level of confidentiality of all MCPS information, files, and records. Exercises considerable initiative, discretion, good judgment, and tact in dealing with legal matters, anticipating requirements to keep legal counsel and staff informed, and handling frequent contact with high-level officials within MCPS and in other organizations, as well as parties to litigation and court personnel.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: Ability to identify, gather, and maintain complex records; collect, analyze and interpret data relative to legal proceedings; and assemble and organize data to prepare reports from such records. Ability to carry out assignments on own initiative using good judgment and exercising discretion with minimal supervision. Must possess strong organizational, analytical, and problem-solving skills. Knowledge of, or interest in, legal issues affecting education. Extensive knowledge of federal and state court rules, the functions of a school system, and its operating procedures preferred. Considerable skill in Windows operating system, MS/Office suite, and aptitude to quickly learn new software applications to carry out job responsibilities and improve efficiency in completing complex tasks. Considerable skills using the internet, legal databases such as Westlaw, Lexis, and PACER, and other legal resources, including litigation support software and case management software. Thorough knowledge of effective office management and business practices, knowledge of and proficiency in business English, spelling, general vocabulary, and computational skills necessary to effectively proofread. Ability to synthesize information into well-written analytical documents, including drafting legal correspondence and documents from general instructions, meeting notes, or dictation. Ability to multi-task, prioritize, and organize busy work load, meet deadlines, and work well under pressure, while exercising excellent attention to detail. Demonstrated ability to use standard office equipment and software efficiently and effectively. Excellent oral, written, and interpersonal communications skills, expressing thoughts clearly, accurately, and concisely. Ability to work effectively with others, interact with diverse constituencies, and handle complicated and confidential matters with tact and diplomacy. Ability to organize and manage paper and electronic record files and service of court documents required. Self-motivated and able to carry out continuing assignments independently, paying attention to detail to produce quality work and meet deadlines, recognizing the need to ask questions and seek guidance. Strong leadership skills to facilitate collaboration among staff and others to meet office goals.
EDUCATION, TRAINING, AND EXPERIENCE: Associates or Bachelors degree required. Course work in Paralegal Studies or Pre-law from an accredited college or university, or paralegal certificate, preferred. Training, coursework, and/or experience in legal issues related to education and/or administrative law preferred. Three or more yearsexperience working in a law firm, court, or government law office preferred. Five plus years¿ experience of considerable progressively responsible experience in office management while providing high-level legal administrative support functions, 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. Proven ability to coordinate the work of others. Demonstrated editing experience and proficiency in business English, including strong spelling and grammar skills, required. 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.
CERTIFICATE AND LICENSE REQUIREMENTS: Paralegal certification, or course work in Paralegal Studies or Pre-law from an accredited college or university, preferred.
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.)
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) Ability to work flexible hours including some evenings and weekends as needed.
OVERTIME ELIGIBLE: No

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

(Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or ability associated with this classification, but is intended to accurately reflect the core job elements.)

Provides primary coordination of administrative legal support for all MCPS legal matters.

Coordinates and tracking all legal matters assigned to attorneys in the Office of General Counsel and outside counsel, including reviewing and processing legal bills and monitoring expenditures.

Coordinates and tracks responses to legal inquiries from school and central office staff, as well as other stakeholders; researches questions raised by school and central office staff; makes recommendations for resolution; and prepares written responses for attorney review.

Responsible for all facets of supporting attorneys in scheduling and preparing for meetings, hearings and other legal proceedings, as well as following up on meeting action items.

Tracks, monitors, and dockets legal matters; accounts for filing deadlines; and identifies, gathers, reviews, and analyzes materials, records, and data required for legal matters, in coordination with school and office staff.

Coordinates responses to and tracking subpoenas, custody orders, and service of legal filings.

Works closely with the General Counsel to manage, coordinate, and supervise the day-to-day work of legal secretaries and other support staff to ensure that the office runs effectively and efficiently, providing an optimal level of legal support for MCPS.

Maintains office work schedules to ensure, either personally or through the work of others, that proper administrative support coverage for the Office of General Counsel is provided at all times, that adequate supplies are on hand, and that equipment is in good condition.

Oversees the maintenance of all MCPS legal files, including confidential electronic- and paper-based filing and organizational databases, spreadsheets, and systems for record management and retention.

Prepares and proofreads legal briefs, depositions, memoranda, cover letters, pleadings, and other legal documents based on written notes, drafts, and verbal instructions; formats and organizes material in accordance with standard legal practices using word processing systems; assists in preparation of paper and electronic court filings and responses to document/discovery requests.

Coordinates process for receiving and screening visitors to the Office of General Counsel and for answering inquiries by telephone and in person; manages staff calendars and commits appropriate staff to appointments; makes travel arrangements and processes travel vouchers; receives, screens, routes, logs mail, answers telephones and takes messages; and tracks and responses to requests for legal services.

Attends meetings, takes notes, and prepares written materials from meeting notes.

Researches and compiles information as requested by legal counsel and staff.

Initiates actions to keep staff informed of office and school system operations; assembles needed files and data for meetings; prepares agendas and draft presentations.

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.

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

Calls court clerks and other offices or organizations for logistical information regarding filings or pending matters.

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

Displays a high degree of professionalism at all times and models tact and sensitivity to assure that telephone callers and office visitors are handled in accordance with best customer service practices.

Exercises sound judgment and decision-making skills to resolve many sensitive matters, referring persons to the appropriate staff/office that can best address their needs and concerns most effectively.

Maintains the General Counsel¿s calendar, scheduling appointments and conferences as appropriate; monitors the preparation of or personally prepares correspondence for the General Counsel¿s signature.

Receives, reads, and screens incoming correspondence, reports, and other written materials, handling some items personally and distributing selected items to other appropriate staff.

Monitors office¿s budgeting and business expenses/ records by fiscal year.

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

Orients new office employees in the office to acquaint them with MCPS procedures and office requirements; serves as resource for office staff 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.

Understands and applies principles of performance evaluation and professional growth for employees.

Performs related duties as required, consistent with the scope and intent of the position.

Class Established: 12/7/2018
Date(s) Revised:
Last Reviewed:

This description may be changed at any time.

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