Legal Office Administrator

Job Description

Job Description

Job Summary

The purpose of this classification is to coordinate and supervise the day-to-day administrative operations and staff of an assigned legal or judicial office. Legal Office Administrator will report directly to the Rockdale County Clerk of Superior and State Courts.

Essential Functions

Essential Functions: These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.

Ensure adequate coverage and control; compiles and processes employee concerns and problems and counsels or disciplines as appropriate; assists with or completes employee performance appraisals; directs work; acts as a liaison between employees and management; and trains staff in operations, policies, and procedures.

Organizes, prioritizes, and assigns work: prioritizes and schedules work activities in order to meet objectives; ensures that subordinates have the proper resources needed to complete the assigned work; monitors status of work in progress and inspects completed work; consults with assigned staff to assist with complex/problem situations and provide technical expertise; provides progress and activity reports to management; and assists with the revision of procedure manuals as appropriate.

Coordinates the daily operation legal or judicial office: monitors, evaluates, and implements operations and procedures of assigned legal or judicial office; and assists in the implementation of changes in procedures related to new laws and regulations governing court operations.

Ensure in records and reporting activities according to department/division functions: enters information into departmental database, such as legal information, charges and convictions; supervises, monitors, and prepares record retention schedules; coordinates the storage of court records; and approves the release of court related documents prepared by staff

Coordinates calendar dates for area of assignment: schedules and confirms appointments, meetings, hearings, court dates or other activities; updates calendar on a regular basis and notifies parties involved of changes; and oversees the generation of court notices.

Provides customer service to internal and external customers: answers telephone and greets walk in customers; provides information and assistance with filing of documents and court procedures; investigates and resolves problems related to court services; and directs customers to other departments or individuals as needed.

Manages administrative staffing: determines requirements for staffing and new employee hiring; monitors process for interviews and hires;

Acts as office liaison: provides information to attorneys, staff, other departments, and the general public; resolves all issues that impact essential departmental functions; and coordinates with vendors and service providers.

Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures: receives and reviews various documentation; reviews, completes, processes, forwards or retains as appropriate; prepares or completes various forms, reports, correspondence, and other documentation; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.

Operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.

Communicates with County officials, supervisor, other County employees, clients, third party service contractors, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

The position will report directly to the Rockdale County Clerk of Superior and State Courts. Will develop public relations campaigns and media relations strategies.

Edit and update promotional material and publications (brochures, videos, social media posts etc, prepare and distribute press releases

Organize public relation events and seek opportunities for partnerships, sponsorships and advertising.

Address inquiries from the media and other parties, track media coverage and follow industry trends, prepare, and submit republic relation ports, and manage public relation issues.

Additional Duties: The employee in this classification may be expected to perform any related duties as required by proper authority.

Knowledge, Skills, and Abilities

Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all County or departmental policies, practices, and procedures necessary to function effectively in the position.

Data Utilization: Requires the ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives.

Human Interaction: Requires the ability to act as a first-line supervisor, including instructing, assigning and reviewing work, maintaining standards, coordinating activities, and evaluating employee job performance.

Equipment Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information, such as invoices, budget documentation, performance appraisals, time sheets and leave forms, purchase orders, case documentation and files, etc.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

Working Conditions

Work is typically performed in an office environment.

Minimum Qualifications

1. Bachelor's degree in Criminal Justice, Legal Studies, Business Management, Human Resources or related field.
2. Minimum of three (3) years in providing administrative support in area of assignment
3. OR have a combination of education, training and experience that is equivalent to #1 and #2 above that provides the requisite knowledge, skills, and abilities for this position.
4. Must possess and maintain a valid Notary Public Certification.