Apply now Job no: 507886
Classification:Administrative Specialist 2
Work type: Staff Full-time
Administrative Unit:University of Alaska Statewide
School/Business unit:General Counsel
This position provides professional & confidential administrative support to 5 attorneys and our Paralegal/Executive Legal Administrator and interacts with senior administrators on a daily basis. We are interested in a candidate with a welcoming, friendly, and professional personality who can serve as the first point of contact for visitors and callers to the OGC. The successful applicant will have, or will be able to quickly gain, the technical knowledge required to comply with court and administrative agency submission requirements, perform advanced calendaring, arrange for travel and meetings, prepare filings and exhibits, locate essential information during preparation of responses to requests for production, discovery, and records requests, maintain filing systems, and process and track invoices in a timely manner.
10 AUXILIARY SUPPORT:
During executive legal administrator''s absence, provide direct administrative support and legal research support to attorneys. Maintain working knowledge of or ability to easily access, through use of department database, current case assignment information and use information to appropriately and professionally direct clients to the appropriate attorney.
Provide assistance to BOR Executive Officer on an ad hoc basis. Generally involves coordination of regent travel, but can include additional assistance at the Executive Officer''s request through the Executive Legal Administrator. Essential
10 EVENTS AND TRAVEL COORDINATOR:
Event Coordination - Coordinate departmental special meetings for attorneys by working with OIT video conferencing to ensure that room has video and sound. Arrange attorney attendance at in and out of state conferences and trainings. Coordinate the use of facilities, services and equipment both on and off campus.
Responsible for costs associated with events that require a clear understanding of University guidelines including representational allowance and ability to code event or function accordingly.
Negotiate with vendors or event planners to secure best contract terms possible.
Supervise special events to ensure positive outcome.
Troubleshoot and resolve special situations that arise during the event.
Travel Coordination - Coordinate all office staff travel and accommodations. Originate and process travel authorization forms and maintain such forms in travel log database. Receive completed travel forms and review for accuracy and compliance within University travel regulations. Coordinate and arrange all travel services, compute cost of travel, accommodations and transportation as needed. Use computerized reservation and ticketing systems to book and purchase various types of travel. Advise General Counsel staff on University of Alaska travel processes. Track and audit travel activities, expenses and payments. Authorized department ProCard and Travel cardholder; maintain accurate and current records of all purchases. Essential
10 RECORDS MANAGEMENT:
Update and maintain complex computerized legal database for tracking legal case files both University of Alaska and court record proceedings and recordings.
Develop, maintain and track records and confidential information including, but not limited to: legal case files, grievances, administrative agency actions, terminations, internal and external audits, ethics files and a wide variety of confidential files. Maintain departmental administrative records including budget and finance, purchasing, payroll, ProCard card purchases and travel records.
Understanding of University records retention and follow through on proper storage and handling of confidential records, arrange for proper disposal of files no longer needed.
Maintain confidential records pertaining to students and employees, litigation, research, grievances and related topics. Operate case management database and synchronize with paper files. Essential
25 BUDGET/PROCUREMENT/PAYROLL RESPONSIBILITY:
Fiscal Processing - Independently initiate, process, and reconcile all administrative fiscal transactions including, but not limited to purchasing, payroll, travel, direct pays and petty cash. Utilize Banner, TOAD, TEMs, Roxen, Pathwaynet, and other software as needed for budget reconciliation, payments, research, travel, and web-based support. Manage fiscal files in compliance with university retention schedules. Maintain current knowledge in university fiscal policies and procedures by attending university and administrative meetings and trainings.
Procurement /Purchasing Responsibilities - Manage department purchasing processes, including bids/quotes, purchase requisitions, purchase orders and ProCard transactions. Purchase, organize and maintain complex inventory on all supplies and equipment. Reconcile ProCard and TravelCard accounts for department.
Approved to purchase up to $5,000 per transaction.
Independently monitor and reconcile department operating budget. Gather financial data and produce monthly financial status reports for Executive Legal Administrator review and approval using management report spreadsheets with emphasis on budget projections for personnel and non-personal services. Regularly communicate budgetary information or concerns to executive legal administrator.
Apply problem solving and analytical skills to finance systems, procedures and accounts. Track activity balances in all orgs and funds. Post transactions and maintain accurate soft ledgers, reconciling activity to Banner Finance. Research anomalies and process adjustment journal vouchers and labor reallocations as needed. Investigate/correct discrepancies.
Obtain attorney approval and process through Banner all legal fees and costs charged by retained counsel. Coordinate payments for some legal invoices with other departments/units such as Risk Services, Land Management, and KUAC. Track and monitor legal fees and be able to create reports summarizing fees expended per case by each engaged firm.
Payroll - Ensure timely completion and approval of department staff time sheets. Essential
45 ADMINISTRATIVE OFFICE OPERATIONS & CONFIDENTIAL SUPPORT:
In the absence of the Executive Legal Administrator/Paralegal, serves as primary support to the GC office.
Provide high level, direct, and confidential support to Executive Legal Administrator/Paralegal and attorneys to assist in the efficient provision of legal advice to administration. Maintain legal calendars and telephone screening services using independent judgment to determine who should have direct access to attorneys and paralegal. Relay highly confidential, privileged, and time sensitive information between attorneys and external entities as well as among senior and executive staff at SW and the MAUs.
Assist Executive Legal Administrator/Paralegal in triage and routing of matters to appropriate attorneys and independently do same in paralegal''s absence. Identify deadlines on incoming documents and queries; track and communicate those deadlines to attorneys and to paralegal. Provide review and edit expertise for technical correctness and clarity for outgoing correspondence, pleadings in litigation, and responses to administrative agencies such as EEOC, ASCHR, and OCR. Exhibit discretion and judgment in the handling and processing of confidential papers, forms, and legal documents. Update and organize complex legal file system with accurate updates to confidential departmental files--paper and electronic.
Plan, schedule and prepare for meetings, collecting and compiling necessary documents and files and providing them to participants prior to meetings as directed by attorneys or paralegal. Assist in preparation of materials for new regent orientation and special events, such as crisis management trainings for senior staff. Coordinate technical and fiscal aspects of workshops and meetings for staff including request for proposals (RFP) as needed and catering/audio/video needs.
Create and maintain positive professional relationships with General Counsel, LR, HR personnel, peer administrative support, students, staff, university entities, partners and external agencies. Present professional image of General Counsel''s office to client groups and members of the public. First point of contact for the GC office and telephones within the suite; provide an atmosphere of effectiveness, efficiency and sensitivity by exhibiting sound judgment, tact, discretion, confidence, initiative and adaptability in dealing with clients and public inquiries.
Functions as confidential advisor to and supporter of paralegal.
Direct preparation of draft reports in response to audits from internal and external auditors.
Participate in staff development and attend training sessions to upgrade and maintain currency in job skills and university procedures. Attend and participate in staff meetings, in-services as requested.
Organize and maintain electronic and paper filing systems for administrative records of the office. Keep active files and archives up to date and stored in a manner that allows easy retrieval of previous case files, advice and related records.
Maintain and update web based resources for the general counsel office.
Ensure office equipment is adequately stocked with supplies and remains functional; arrange for repair/service when required.
Communicate concerns and make suggestions for improvements on processes and training. Essential
Additional position details
The Office of the General Counsel (OGC) seeks a professional, supportive, front line administrative assistant to become a member of their confidential legal team. The OGC advises and administers the legal affairs of the Board of Regents and the University of Alaska which includes UAF, UAA, & UAS.
This position provides professional & confidential administrative support to 5 attorneys and our Executive Legal Administrator/Paralegal. We are interested in a candidate who maintains a welcoming & friendly personality while serving as the first point of contact for visitors and callers to the OGC.
Responsibilities include ability to maintain an organized office while providing excellent attention to detail and meeting deadlines on short notice. Demonstrated ability to use effective independent judgment both daily and during stressful workload situations. If you enjoy a fast paced environment where accuracy and the ability to multi-task on a daily basis is required, please consider applying.
To ensure consideration, please apply prior to 11:55 pm Alaska Standard Time of the review date.
Review Date: September 20, 2017
Submit a cover letter, resume, three (3) professional references and proof of current drivers’ license (required to perform essential function of purchasing, event coordination, and occasional filing of court documents).
Education and/or training required for this position (including licenses)
Three years office experience, preferably within an executive setting, an institution of higher learning, or a legal environment. High school graduate.
Type and length of experience required for this position
Three to five years of progressively responsible experience in a law office or as an administrative assistant in an executive setting. College coursework and/or work experience related to court procedures, fee billing, and file/document management.
Knowledge, skills and abilities required for this position
The successful applicant will be required to project a professional and courteous customer-focused attitude at all times. Must have the ability to follow-up and respond to changing priorities. Must exhibit flexibility, prioritization, and team player skills. Must exhibit high level of attention to detail and have the ability to create a professional, quality work product. Must also possess the following: organizational skills to collect and maintain documentation in a format which is accessible and functionally useful; analytical thinking; strong ability to meet deadlines and prioritize workload; accounting and math skills to calculate, analyze, and audit accuracy of data to present management reports; clear understanding of the expense projection process; ability to prepare professional billing documents, reports, and other official departmental documents including letters and draft legal documents.
Excellent interpersonal skills including tact and diplomacy; ability to work effectively and cooperatively with all levels of management and staff within the UA structure as well as public and private sector constituents. Must have critical thinking skills which foster problem recognition and solution formulating skills. Excellent oral and written communication skills, including thorough knowledge of proper grammar, spelling, editing, and proofreading skills. Must be able to conduct oneself in a manner that ensures a high degree of confidentiality regarding legal cases, personnel and student issues, union matters, contracts, and intellectual property.
Must be proficient using industry-standard computer software and databases. Ability to quickly become proficient in using Banner Finance, attorney case management database and calendar system, and other software programs used by the university for travel, procurement, and website maintenance.
This position requires excellent skills in office procedures; good computer skills, proficient knowledge of computer technology and software and excellent knowledge of web-based research; general bookkeeping/accounting knowledge; ability to quickly become proficient in applicable state and Federal law, Regents' policy, UA regulations, and legal processes.
Must have the ability to effectively work in a complex organizational structure; strong ability to communicate verbally and in writing; ability to conceptualize, create, produce, follow through on projects and deadlines, as well as the ability to assess effectiveness of office functions.
Demonstrated excellent customer service techniques. Ability to professionally communicate with a broad range of clients, attorneys, executives and interact with a broad range of personalities with tact and discretion.
Must have the ability to lift file boxes full of documents.
The following is strongly preferred: prior experience preparing court pleadings and exhibits; knowledge of state and federal court filing procedures; knowledge of legal filing systems and ability to sync records with electronic calendaring and database; knowledge of document retrieval and archiving; familiarity with Banner and University procurement and travel procedures.
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat.
It is the policy of the University of Alaska Fairbanks that all employees are required to attend training to meet the requirements of the positions they hold, and to complete the required training within a specified period of time to remain employed at UAF. The policy can be located at:
UAF Campus is a tobacco free campus. For more information, please go to: http://www.uaf.edu/tobaccofreecampus/
Notice of Nondiscrimination:
The University of Alaska is an affirmative action/equal opportunity employer and educational institution. The University of Alaska does not discriminate on the basis of race, religion, color, national origin, citizenship, age, sex, physical or mental disability, status as a protected veteran, marital status, changes in marital status, pregnancy, childbirth or related medical conditions, parenthood, sexual orientation, gender identity, political affiliation or belief, genetic information, or other legally protected status. The University's commitment to nondiscrimination, including against sex discrimination, applies to students, employees, and applicants for admission and employment. Contact information, applicable laws, and complaint procedures are included on UA's statement of nondiscrimination available at
Advertised: Alaskan Daylight Time 07 Sep 2017
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