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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00104405 |
Description Activated On: 4/18/2024 11:36:25 AM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. The Legal Office Administrator 1 (LOA-1) at the Southeast Regional Office of Chief Counsel (SEROCC) for the Department of Environmental Protection (DEP) plays a pivotal role in supporting attorneys and managing administrative tasks. As one of two administrative staff, the LOA-1 oversees a range of duties, including budget support, procurement, human resources liaison, and office space utilization. They assist attorneys with various legal tasks, such as drafting documents, conducting research, and managing case files, ensuring all work meets high-quality standards and deadlines. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. Supporting the Work of Attorneys: • Proficiently operates Office 365 applications such as Outlook, Word, PowerPoint, SharePoint, OneDrive, Excel, OneNote, Adobe, and Teams. • Manages legal files and records for each attorney’s individual cases, including entering cases into the Office of General Counsel’s electronic database (OGC LawNet Matter Management System “MMS”). • Tracks due dates in litigation cases to prevent missed deadlines. • Administers Litigation Holds to ensure preservation of case-related documents. • Assists with basic legal research and preparation of legal documents. • Prepares for filing in courts/tribunals, detailed and complex legal documents, ensuring accuracy and compliance with relevant rules. • Ensures compliance with court filing requirements and handles service of litigation documents. • Contacts DEP personnel to obtain case-relevant information and prepares documents for DEP’s discovery responses. • Assists attorneys in preparing trial materials and accompanies them to depositions and trials/hearings to manage documents and exhibits. • Organizes trial materials into Litigation Notebooks for attorney use. • Handles lien and collection filings, bankruptcy proceedings, and maintains case tracking systems. • Develops understanding of key concepts of administrative law and environmental statutes to identify errors in legal documents. Office Operations: • Manages operational, clerical, and administrative activities necessary for effective functioning of the SEROCC. • Implements Commonwealth Management Directives and OGC policies pertaining to office operation. • Attends OCC Staff and Support Staff Meetings. • Implements legal office operations and recommends procedural improvements. • Implements policies and procedures for managing legal records and case files. • Maintains appropriate office supplies. • Analyzes legal office data, prepares reports, and develops charts and graphs based on research and analysis. • Monitors and evaluates office transactional and procurement operations. • Receives, reviews, and research requests for information and drafts responses for review by an attorney. • Monitors law library resources and provides support for attorneys in using information technology solutions. • Makes travel arrangements and submits expense vouchers for attorneys. • Undertakes training to maintain and expand relevant knowledge and skills. • Maintains confidentiality of documents and conversations. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. While the LOA-1 is in training to learn how to handle all the clerical, administrative and analytical tasks/responsibilities related to supporting the work of the attorneys, all legal decisions must be made by the SEROCC Regional Counsel or a Supervisory Attorney. As the LOA-1 gains proficiency in knowledge and practice of discrete tasks/responsibilities, the Regional Counsel or Supervisory Attorney may authorize the LOA-1 to make independent decisions on those tasks and responsibilities. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: The LOA-1 must have at least two years of administrative, technical, paraprofessional, or supervisory experience within a public or private legal office; or an equivalent combination of experience and training. Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. 5. 6. |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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