"Executive Legal Assistant"

Job Description

Definition Performs a variety of highly responsible, specialized, complex, and confidential administrative support duties to relieve the General Counsel of administrative details relative to the operations of the Office of General Counsel. An incumbent is required to use a considerable degree of independence and discretion, and exercise sound judgment in the performance of the assigned duties.

Typical Duties Assists the General Counsel by assuming responsibility for complex, diverse administrative details involving a combination of the following duties: Establishes and maintains efficient clerical processes, procedures and records management in the General Counsels office and makes recommendations on improvements. Utilizes case and matter management software to support the day-to-day operational needs of the General Counsel. Prepares a variety of legal correspondence and legal documents, including pleadings, subpoenas, motions, continuances, stipulations, resolutions, contracts, interrogatories, legal opinions, and briefs utilizing a variety of software applications. Answers inquiries and explains office policies, rules, and procedures to administrators, the general public, staff, and representatives from other public agencies. Prepares agendas, reports, correspondence, tables, memoranda, and other related materials using a variety of software applications. Proofreads and edits correspondence, reports, and other related materials for accuracy, completeness, and compliance with established procedures and standards. Processes a variety of civil actions in conformance with court procedures. Reviews and processes vendor invoices, including but not limited to fees and costs of outside counsel. Indexes, files, locates, and researches correspondence, legal opinions, court decisions, and other related documents using computerized and manual filing systems. Researches and summarizes a wide variety of data for reports or meetings. Compiles and assembles various legal materials from files and other sources for the General Counsel's use. Keeps the General Counsel apprised of office activities, approaching deadlines, status of pending operational documents, and other requested information. Plans, assigns, and supervises the work of assigned staff. Trains assigned staff in office procedures and evaluates and advises them on work performance. Screens correspondence, messages, and visitors to determine the nature and urgency of business and exercises judgment in referring them to the General Counsel or appropriate staff. Maintains a calendar of office activities, court dates, meetings, and other events. Compiles the office budget and supporting data, maintains controls on expenditure accounts, and recommends or initiates adjustments in accounts. Schedules and arranges meetings, appointments, and conferences for the General Counsel. Prepares necessary travel and reimbursement documents for staff. Assists in the preparation and monitoring of the office budget. Performs related duties as assigned.

Distinguishing Characteristics An Executive Legal Assistant provides a variety of highly responsible confidential and complex administrative support duties to the General Counsel requiring knowledge of specialized practices, procedures, and terminology related to a law office. Considerable latitude for independent action in carrying out administrative detail is an essential characteristic of this class. Contact with high-level representatives of the District and the public is routine. A Legal Secretary performs secretarial and clerical duties which require a knowledge of specialized practices, procedures, and terminology related to the operation of a law office.

Supervision General supervision is received from the General Counsel. Immediate supervision is exercised over assigned clerical support staff.

Class Qualifications

Knowledge of:

• Principles, policies, regulations, and practices applicable to a law office
• District policies and procedures relevant to the Office of General Counsel
• Office organization, management, and functions
• Legal procedures and terminology
• Forms and documents used in legal clerical work
• Legal procedures and practices involved in composing, processing, and filing a variety of legal documents
• Standard legal references and their contents
• Business English spelling, grammar, syntax, and punctuation
• Computer software such as word processing, spreadsheet, database management, and desktop publishing
• Capabilities of computer hardware, systems, and applications common to a law office environment
• Basic research methods
• Fundamentals of budgetary process and procedures
• Principles and procedures of record storage, control, retrieval, and management
• Principles of supervision and training
• Customer service techniques for public contact in person, on the telephone, and in written communications

Skill in:

• Operating computer and other standard office equipment
• Interpersonal contacts and communications

Ability to:

• Provide highly responsible administrative assistance to an executive
• Efficiently organize and prioritize work assignments related to the clerical operations of a law office
• Perform complex legal clerical work
• Communicate effectively, orally and in writing
• Effectively compose, edit, and format complex correspondence and reports
• Effectively utilize computer software typically found in a law office environment
• Understand, interpret, and apply pertinent laws, rules, policies, procedures, and directions
• Gather and compile data in written, tabular, and graphic form
• Assess situations accurately and adopt an effective course of action
• Train, supervise, and evaluate subordinate staff
• Keep office matters strictly confidential
• Critically review source data and detect and correct errors
• Work independently while exercising sound judgment, initiative, and discretion
• Work effectively under pressure
• Evaluate work methods and efficiency
• Understand the organization and operational objectives of the Los Angeles Community College District
• Establish and adjust to changing priorities
• Meet schedules and time lines
• Establish and maintain cooperative and effective working relationships with administrators, staff, and the public
• Maintain and use a variety of logs, files, and records including legal opinions, subject files, and a library of legal publications
• Use tact and discretion when dealing with the public
• Maintain high level of professionalism in all communications
• Maintain high level of collegiality in all interactions with District staff
• Perform mathematical computations of moderate difficulty
• Learn specialized software applications and systems used in assigned office

Entrance Qualifications

Education and Experience:

A. An associate degree, or its equivalent from a recognized college or university preferably with a major in legal secretarial science, business administration, computer applications and office technology (CAOT), or a related field AND three years of full-time, paid experience performing a variety of legal administrative assistance or legal secretarial duties.

OR

B. Graduation from high school or its equivalent AND possession of a Legal Administrative Assistant Certificate or its equivalent AND four years of full-time, paid experience performing a variety of legal administrative assistance or legal secretarial duties.

OR

C. Graduation from high school or its equivalent AND five years of full-time, paid experience performing a variety of legal administrative assistance or legal secretarial duties.

Benefits Medical and dental insurance and vision care plans are provided for employees and their dependents. A $50,000 life insurance policy is provided free of charge for each employee. New employees receive 12 full-pay days and 88 half-pay days of illness leave. 19 paid holidays per year. Vacation days accrue annually beginning at 10 days and increasing incrementally to 24 days depending on years of service with the District. Vacation days for management and confidential positions begin at 15, 20, or 24 days. Other paid time off includes: bereavement leave, personal necessity leave, court subpoena, and jury duty. Employees become members of the Public Employees Retirement System. Employees are also covered by Social Security. Employee Assistance Program

Selection Process The examination process may consist of one or more parts which may include a training and experience evaluation, written test, performance test and/or oral interview.

Reasonable Accommodations Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class. In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about their ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, they should always apply for a position and request reasonable accommodation at the appropriate time.