Executive Secretary: Administrative Legal

Title Code:

Executive Secretary: Administrative Legal

JOB SUMMARY
Performs administrative and paralegal duties. Requires considerable judgment, initiative, inter-personal, organizational, and problem-solving skills. It has great latitude as well as accountability to determine courses of action where precedents may not exist. Employs considerable latitude to accomplish routine work assignments.

ESSENTIAL DUTIES/RESPONSIBILITIES

• Maintains the law library. Assists in legal research of federal and state laws in preparation of correspondence, hearing documents, and PowerPoint presentations. Prepares, assembles and summarize information from files, newspapers, journals, documents, exhibits and other resources for appeal hearings, mediations, and meetings.
• Maintains multiple complex calendars, and arrange meetings, conferences, and travel.
• Serves as the liaison between the school system community and the office.
• Assists with the preparation of letters, memoranda, confidential information, correspondence, and synopsis of legal decisions.
• Maintains various administrative policies and procedures such as filing systems, schedules, meeting minutes, agendas, information requests and other items.
• Analyzes and assesses services and operations and makes recommendations.
• Oversees office telephone coverage and coordinates alternative coverage.
• Identifies, expedites, and follows up on work priorities.
• Assists in preparing and maintaining the budget for the office.
• Performs other related duties as assigned within the same classification or lower.

MINIMUM QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• High School Diploma or Equivalency Certificate required;
• Some College Level Courses specialized training in administrative support acquired through business school or college required;
• Associate's Degree in related field of education from a regionally accredited college or university preferred;
• Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.

Experience

• Five (5) years responsible and diversified administrative and/or secretarial experience required;
• Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.

Knowledge, Skills, Abilities and Other Characteristics

• Demonstrated proficiency with word processing, spreadsheets, database management and desktop publishing programs.
• Ability to exercise tact, discretion, cooperation, and maintain confidentiality in interacting with others.
• Ability to exercise initiative and good judgment in the timely execution of delegated administrative responsibilities.
• Ability to work effectively in fast-paced and deadline driven environments, handle multiple tasks, respond to changing priorities, and organize and manage executive schedules and logistics.
• Ability to convey the authority of the office throughout the organization and community.
• Ability to proofread for accuracy, format, grammar, punctuation, and syntax.
• Ability to train, assign, coordinate, and lead the work of other clerical office personnel.
• Demonstrated ability to effectively work and communicate with diverse populations.
• Demonstrated proficiency with business technology applications (e.g. Video/Web Conferencing, Microsoft Office Suite -Word, Excel, Outlook, and/or PowerPoint preferred). For new permanent secretarial/clerical/technician hires, a minimum score on a preemployment assessment is required.

Licenses and Certifications
Employee must retain active licenses, certifications, and enrollment as a condition of employment.

• Hold or be eligible for Certified Administrative Professional (CAP) Certification issued by International Association of Administrative Professionals (IAAP) preferred.

Driving Requirements

• N/A

LEADERSHIP ROLE

• N/A

PHYSICAL DEMANDS/WORKING CONDITIONS
The physical demands and working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

• Standing: under 1/3 of the time
• Walking: under 1/3 of the time
• Sitting: between 1/3 and 2/3 of the time
• Keyboarding: between 1/3 and 2/3 of the time
• Talking: between 1/3 and 2/3 of the time
• Hearing: between 1/3 and 2/3 of the time
• As required by the duties and responsibilities of the position.

Vision
The vision demands with correction described here are representative of those that must be met to successfully perform the essential functions of this job.

• No special vision requirements

Work Environment
Location

• Office, school or similar indoor environment: over 2/3 of the time

Noise Level

• Moderate: between 1/3 and 2/3 of the time

Weight & Force
Lifting and carrying requirements

• Up to 20 pounds: under 1/3 of the time

Travel Requirements

• N/A

JOB INFORMATION

Approved Date:	7/1/2025
Established Date:	7/1/2007
Title Code:	A01610
Title:	SECRETARY EXECUTIVE: ADMINISTRATIVE LEGAL
Alternate Title:	Executive Secretary: Administrative Legal
Reports to Generic:	General Counsel
Reports to Specific:	COUNSEL: GENERAL

ORGANIZATION

Division:	Chief of Staff Office
Business Unit:	General Counsel
Department:
Negotiated Agreement:	N/A

HR JOB INFORMATION

Unit:	V
Days Worked:	260
FLSA Exemption Status:	Exempt
Grade:	PG03 Click HERE to view Terms of Employment, Benefits and Salary Scale.  Scroll down to locate (Unit 5 – Professional Staff)
Essential Job:
Months Worked:	12
Hours Worked:	8
Job Family:	Administrative and Office Support
Sub-Function:	Executive Assistants

 

VR# 26021