JOB TITLE: LEGAL OFFICE ADMINISTRATOR 4, OGC

JOB CODE: 07074

SERIES NATURE OF WORK: The Legal Office Administrator job series describes work in the administrative, operational, or analytical support of legal offices under the jurisdiction of the Governor’s Office of General Counsel (OGC).

DEFINITION: This is highly advanced professional and analytical work involving the oversight and direction of OGC’s commonwealth-wide administrative functions or the performance of specialized and highly sensitive legal support roles within OGC’s main office.

An employee in this job performs highly responsible administrative work in support of the General Counsel and OGC’s senior staff. Work involves directing and guiding all administrative support staff in OGC’s main office and in agency legal offices; analyzing, developing, and implementing administrative policies and operating procedures; and providing strategic advice and recommendations on the structure and staffing of OGC’s legal support functions on a commonwealth-wide basis. Work also includes administering highly complex OGC programs that are singular in nature. Work may also include the exercise of discretion and judgement in the development and application of commonwealth and OGC policies related to procurements and solicitations as well as the conduct of budgetary analyses in the development thereof. Work requires the handling of sensitive and confidential information, which may include, but not be limited to, attorney-client privilege. Work is performed with a high degree of initiative and independence and is reviewed by the General Counsel or a Deputy General Counsel for overall effectiveness and quality of leadership.

   DISTINGUISHING CHARACTERISTICS:

• Work at this level is differentiated from the next lower level by its strategic focus on broad administrative functions and issues that impact OGC’s legal support operations, or by the responsibility for administering the most critical and sensitive legal support programs or functions within OGC’s main office on behalf of or at the direction of the General Counsel.

EXAMPLES OF WORK: (NOTE: The examples of work are representative of the work, but every position classified to this job may not perform all examples of work listed. Conversely, this is not an all-inclusive list of work examples.)

• Advises the General Counsel and OGC senior staff on highly sensitive and confidential administrative, personnel, and policy matters, including the formulation of strategic plans to meet OGC’s goals and objectives.

• Directs the provision of the full range of legal support services to the General Counsel and Deputy General Counsel.

• Provides guidance and direction to agency legal office support staff on budget support, fiscal management, procurement, human resources liaison, management methods, and related administrative and clerical functions.

• Conducts highly complex special projects and research assignments involving the commonwealth’s legal support programs, systems, and processes.

• Issues, evaluates, monitors, and recommends transaction policies and procedures to ensure that office transaction and procurement operations are handled in an efficient and effective manner.

• Conducts pre-review of contracts and purchase orders to ensure necessary documents are prepared and available for execution before forwarding to the attorney.

• Prepares procurement solicitations; advises on status of spending plans and suggests resolutions of various budgetary issues as they may arise; researches and advises on procurement issues; and completes necessary actions for service requisitions.

• Develops and implements policy proposals to control various administrative operations within the OGC main office and agency legal offices.

• Determines and implements corrective actions to enforce compliance with commonwealth or OGC policies.

• Represents OGC on committees, task forces, and workgroups.

• Performs the full range of supervisory duties.

• An employee in this job may participate in the performance of subordinates’ work consistent with operational or organizational requirements.

• Performs related work as required.

ENTRY LEVEL KNOWLEDGES, SKILLS, AND ABILITIES:

• Knowledge of legal office functions and operations.

• Knowledge of the use and functionality of Microsoft Office Suite software.

• Knowledge of the principles and practices of employee supervision.

• Ability to analyze and interpret written information and numerical data.

• Ability to communicate effectively orally.

• Ability to communicate effectively in writing.

• Ability to establish and maintain effective working relationships.

FULL PERFORMANCE KNOWLEDGES, SKILLS, AND ABILITIES: (NOTE: These are expected of an employee performing the work of this job at the full performance level. These may not be used for merit system evaluation or examination purposes and are not position-specific performance standards.)

• Knowledge of enterprise legal office administration.

MINIMUM EXPERIENCE AND TRAINING: (NOTE: Based on the Entry Level Knowledge, Skills, and Abilities)

• One year of supervisory experience as a Legal Office Administrator 3, OGC (commonwealth title);

or

• Three years of professional administrative experience within a public or private legal office, including one year of supervisory experience.