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Legal Administrator I

JOB SUMMARY

Responsible for drafting, editing, and coordinating Board of Trustees Resolutions for the Sewer District. Reviews all Board and Committee meeting transcripts and creates meeting minutes. May serve as a liaison for the Legal department to internal and external stakeholders. Provides a high-level of legal and administrative support, handling information requests and performing functions such as, receiving visitors, arranging conference calls and scheduling meetings. Verifies and processes legal invoices. Must maintain an appropriate level of confidentiality. Performs duties of a similar nature as may be required.

ESSENTIAL FUNCTIONS

Board and Committee Responsibilities

• Responsible for creating and editing Board of Trustees resolutions by exercising judgment to determine pertinent information. Coordinates finalization upon adoption and distributes to various Sewer District staff.
• Synthesizes transcripts and recordings of Board of Trustees, Committee and Suburban Council of Governments meetings and exercises judgment to create meeting minutes. Responsible for the finalization and distribution of the minutes.
• Coordinates the requests for a court reporter to be present at public meetings.
• Utilizes document management system to maintain legal records.
• Maintains Board appointment schedules and ensures that department staff provides timely reminders to appointing authorities.
• Creates public meeting notices and ensures procedures are met to achieve timely publication.

Legal Administrative Responsibilities

• Responsible for verifying and processing payment of invoices for the Legal department, including outside counsel invoices. Maintains all electronic invoice files.
• Maintains a record of outside counsel expenditures and prepares biannual summary for the Chief Legal Officer.
• Processes check requests for payment on real estate transactions and assists Watershed Programs with property-related invoices and payments.
• Responds appropriately to letters and general correspondence.
• Performs timely and accurate support to all functions of the Legal department.
• Responsible for entry of contracts and related data into the Sewer District’s document management system and routes to pertinent departments for signature.
• Organizes and maintains documents and files and is responsible for maintaining and retrieving historical archives from computer files.
• Works with Records Management Specialist to arrange for the delivery of legal documents and correspondence.

Administrative Responsibilities

• Receives and screens communications to the CLO and Legal staff including telephone calls, mail and e-mail messages and determines messages that require priority attention.
• Maintains and coordinates the Legal department’s appointment schedules, activities and calendars.
• Receives and distributes information to the various departments in the Sewer District and to external contacts.
• Responsible for completing administrative projects.
• Coordinates registrations for Department attorneys Continuing Legal Education (CLE) seminars and conference attendance.
• Coordinates travel and expense reimbursements for Legal staff.
• Maintains department administrative records.
• Makes photocopies or scans correspondence, documents and other printed materials.
• Assists with mailers, meetings, tours, events support and other needed Legal Department coordination.
• Serve as backup to Records Management Specialist and Senior Paralegal for some tasks in their absence.
• Fulfills requests for information or reports.
• Performs services within Legal Department such as organizing office supply inventory, distributing mail and filing.
• Must maintain appropriate level of confidentiality, only disclosing confidential information if expressly authorized or specifically required in the course of performing job functions and responsibilities.
• Performs other duties of a similar nature as may be required.

Legal Administrator II

JOB SUMMARY

Responsible for drafting, editing, and coordinating Board of Trustees Resolutions for the Sewer District. Reviews all Board and Committee meeting transcripts and creates meeting minutes. May serve as a liaison for the Legal department to internal and external stakeholders. Provides a high-level legal and administrative support by handling information requests, and performing functions such as, receiving visitors, arranging conference calls and scheduling meetings. Verifies and processes legal invoices. Must maintain an appropriate level of confidentiality. Performs duties of a similar nature as may be required.

ESSENTIAL FUNCTIONS

Board and Committee Responsibilities

• Responsible for drafting, editing, and coordinating Sewer District Coordinates finalization upon adoption and distributes to appropriate staff.
• Reviews Board of Trustees and Committee meeting transcripts and recordings and independently drafts meeting minutes. Responsible for the finalization and distribution of the minutes.
• Utilizes the document management system to maintain legal records and supports the department’s use of the document management system.
• Maintains Board appointment schedules and ensures that department staff provides timely reminders to appointing authorities.
• Drafts public meeting notices and ensures procedures are met to achieve timely publication.

Legal Administrative Responsibilities

• Represents the Legal department to internal staff and communicates with external stakeholders regarding invoice issues, etc.
• Assists management in developing and improving department processes and procedures.
• Creates, reviews and summarizes reports and documents and prepares background documents.
• Responsible for verifying and processing payment of invoices for the Legal department including outside counsel Maintains all electronic invoice files.
• Maintains a record of outside counsel expenditures and prepares biannual summary for the Chief Legal Officer.
• Processes check requests for payment on real estate transactions and assists Watershed Programs with property-related invoices and payments.
• Responsible for entry of contracts and related data into the Sewer District’s document management system and routes to pertinent departments for signature.
• Organizes and maintains files including historical archives from computer files.
• Performs services within Legal Department such as organizing office supply inventory, distributing mail and filing.
• Works with staff to arrange for the delivery of legal documents and correspondence. 
• Receives and screens communications for the department and determines messages that require priority attention.
• Maintains and coordinates the Legal department’s appointment schedules, activities, and calendars.
• Works with Finance to schedule travel arrangements for the Legal department.
• Coordinates registrations for Department attorneys Continuing Legal Education (CLE) seminars and conference attendance.
• Coordinates travel and expense reimbursements for Legal staff.
• Assists with mailers, meetings, tours, events support and other needed Legal Department coordination.
• Serve as backup to Records Management Specialist and Senior Paralegal for some tasks in their absence.

Special Projects

• Facilitates and coordinates efforts for special projects as assigned by management at the request of the department.
• Identifies and communicates capacity for assigned projects to management and communicates conflicts with other high priority responsibilities.
• Performs other duties of a similar nature as may be required.

MINIMUM JOB REQUIREMENTS

EDUCATION

- Candidate must possess an associate degree in Business Administration or closely related field.

- Equivalent combination of relevant education and experience may be substituted as outlined in the Education Equivalencies Policy.

EXPERIENCE

Candidate must possess two (2) years of administrative experience. Legal environment experience is required.

OTHER REQUIREMENTS

KNOWLEDGE, SKILLS AND ABILITIES

- Candidate must be able to maintain appropriate level of confidentiality, only disclosing confidential information if expressly authorized or specifically required in the course of performing job functions and responsibilities.

- Candidate must possess effective written and verbal communication, organizational skills and decision-making abilities.

- Candidate must be proficient in Microsoft Office Suite, including Word, Excel, Outlook and PowerPoint.

- Candidate must be detail oriented and capable of managing large amounts of data, maintain detailed comprehensive records, analyze and organize information, have effective project and time management skills and works well in a fast-paced environment.

PHYSICAL AND MENTAL REQUIREMENTS

During the course of performing the essential functions of this position, the employee must be able to analyze, communicate, comprehend, make decisions, possess general intelligence, interact, interpret, negotiate, possess numerical intelligence, organize, problem solve, have resilience and perform tasks. Physical work will need to be performed, such as driving, reaching, sitting, standing, talking, typing and walking. Repetitive movements will need to be performed such as simple grasping with one hand. Ability to lift from waist to shoulder up to 10 lbs. on an occasional basis may be necessary. Position will require visual demands of accommodation, color vision and near acuity. Ability to withstand faint to moderate noise exposure for fifteen minutes or longer on a frequent basis is required.

Pay Range: USD, Commensurate with Experience

Legal Administrator I: $59,000 - $70,800

Legal Administrator II: $65,482 - $81,854

Our Equal Employment Opportunity Statement

Our Accessibility Statement

Our Education Equivalencies Policy

Our Employee Benefits & Wellness ProgramsWe offer a comprehensive employee benefits package including Health Insurance Coverage, Various Retirement Planning Options (Ohio Public Employee Retirement System and Deferred Compensation Plans), Flexible Spending Accounts, Employee Assistance Program, Free Parking at our facilities, Corporate Discounts, and more! We also have an active Health & Wellness Program that promotes a life/work balance.

NEORSD supports the use of hybrid work as a way to help attract and retain talented individuals in public service, increase worker productivity and better prepares the agency to operate during emergencies. This position may be authorized for hybrid work. hybrid eligibility will be discussed during the interview process.

DISCLAIMER:  The information outlined in this job description indicates the general nature and type of work performed by employees within this classification.  It is not intended to provide a comprehensive inventory of all duties, responsibilities or competencies required of employees within this classification