Manager Of Legal Office

GENERAL STATEMENT OF JOB

The purpose of this class is to manage and coordinate the administrative and operational functions of the Legal Department to ensure effective, efficient, and compliant office operations. This position supervises assigned administrative support staff; provides direct administrative and operational support to the County Attorney, senior management, and staff attorneys; and oversees day-to-day office activities, budget administration, fiscal reporting, records management, contract administration, facilities coordination, and information systems support. The incumbent also assists with major discovery requests, subpoenas, Freedom of Information Act (FOIA) requests, and litigation support activities involving both in-house and external counsel. This position works closely with elected and appointed officials, department heads, outside agencies, and County staff and exercises a high degree of independent judgment, discretion, and accountability in managing sensitive and confidential matters. The class works within broad policy and organizational guidelines and is responsible for independent planning, coordination, and implementation of assigned administrative and operational functions.

SPECIFIC DUTIES AND RESPONSIBILITIES

Essential Functions:

• Plans, directs, and manages the work activities of legal support staff to maximize office output and efficiency.
• Supervises, coordinates, and manages the daily administrative and operational activities of the Legal Department to ensure efficient and effective office operations.
• Supervises assigned administrative support staff, including scheduling, assigning and reviewing work, maintaining performance standards, coordinating activities, providing training and guidance, evaluating performance, and addressing personnel matters as appropriate.
• Provides direct administrative and operational support to the County Attorney, senior management, and staff attorneys, including scheduling meetings and appointments, preparing reports and correspondence, coordinating travel arrangements, and assisting with special projects.
• Assists with the development, implementation, and administration of departmental policies, procedures, programs, staffing plans, and operational processes to support organizational goals and improve efficiency.
• Develops, monitors, and administers the Department's annual operating and grant budgets; prepares budget projections, financial analyses, and related reports; monitors expenditures; and processes accounts payable and other fiscal transactions.
• Maintains and oversees departmental records management systems, including legal files, personnel records, document retention, and information retrieval, in accordance with applicable policies and statutory requirements.
• Coordinates administrative activities with other County departments, agencies, vendors, outside counsel, and professional partners; researches and provides departmental information as appropriate.
• Assists with major discovery requests, subpoenas, Freedom of Information Act (FOIA) requests, litigation support activities, and other complex or sensitive legal projects.
• Monitors departmental service activities and operational workflows; prepares statistical, operational, and management reports; and recommends process improvements to enhance efficiency and customer service.
• Coordinates procurement activities for office supplies, equipment, and services; maintains inventory records; and researches technology and operational solutions to support departmental business needs.
• Utilizes departmental software and systems to prepare, process, maintain, and monitor personnel, financial, and operational records and reports.
• Receives and responds to employee and public inquiries, concerns, complaints, and requests for assistance in a professional, courteous, and confidential manner.
• Performs general administrative and clerical duties as required, including processing correspondence, maintaining files, compiling data, scanning and indexing documents, distributing information, and entering and retrieving computer data.
• Performs other duties as assigned.

MINIMUM EDUCATION AND TRAINING

• Bachelor's degree.
• Four (4) years of work experience with an emphasis in office management, communications, business administration or a closely related field.
• or-
• Any combination of education and experience that meets the requirements for performing the essential functions of this job.

Licenses/Certifications/Other:

• Must possess a valid state driver's license.
• May be required to possess or obtain a Notary Public certification.

MINIMUM QUALIFICATIONS AND STANDARDS REQUIRED

Knowledge, Skills, and Abilities:

• Data Involvement: Requires coordinating or determining time, place, or sequence of operations or activities based on analysis of data or information; requires gathering, organizing, analyzing, examining, or evaluating data or information; may prescribe action based on such data or information; and may implement and report on operations and activities.
• People Involvement: Requires supervising or leading others by determining work procedures, assigning duties, maintaining harmonious relations, and promoting efficiency; requires giving information, guidance or assistance to people to directly facilitate task accomplishment.
• Involvement with Things: Requires handling or using machines, tools, or equipment requiring brief instruction or experience, such as computers for data entry, fax machines, copiers, telephones, or similar equipment; may service office machines, including adding paper and changing toner.
• Reasoning Requirements: Requires performing supervisory work involving policy and guidelines, solving both people- and work-related problems.
• Mathematical Requirements: Requires using addition and subtraction, multiplication, and division; and/or calculating ratios, rates, and percentages; may require the use of a calculator.
• Language Requirements: Requires reading technical instructions, procedures, manuals and charts to solve practical problems; composing routine reports and specialized reports, forms and business letters with proper format; speaking compound sentences using normal grammar and style.
• Mental Requirements: Requires doing administrative, manual, or technical tasks requiring a wide range of procedures and requiring intensive understanding of a restricted field or complete familiarity with the functions of a unit or small division of an operating agency; requires normal attention with short periods of concentration for accurate results or occasional exposure to unusual pressure.
• Computer Requirements: Requires using MS Office Suite programs and knowledge and skills in general computer and web-based database systems.
• Judgments and Decisions: Decision making is a significant part of the job, affecting a large segment of the organization and the general public; works in a dynamic environment; and responsible to assist in developing policy and practices.

Physical Requirements:

Expect simple movements typically associated with work in an office environment, especially while performing basic computer functions, and travel to and from other departments and court proceedings.

WORK ENVIRONMENT

May be required to work hours other than the regular schedule including nights, weekends, and holidays. This position requires regular and reliable attendance and the employee's physical presence at the workplace. Most work will be performed under general office conditions and indoors at administrative and judicial proceedings. Employees may be exposed to weather conditions that may be uncomfortable and may travel by automobile which could be dangerous depending on conditions. Work is performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.

EEO AND ADA MESSAGE

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the primary job functions described herein. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were written out in this job description.

Richland County is an Equal Opportunity Employer. ADA requires the County to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.

Richland County has the right to revise this job description at any time. This description does not represent in any way a contract of employment.

Compensation Range: $62,509.27 - $99,930.45