Oklahoma City Community College Hiring for Administrative Assistant to the General Counsel at Oklahoma City, OK Full Time

Posting Number:

Staff_0403112

Classification Title:

Secretarial/Clerical

Working Title:

Administrative Assistant to the General Counsel

Datatel Position ID:

GECO5ADMASLA1A

Annual Hours:

2080

Placement Minimum:

$18.50

Position Type:

Regular

Job Category:

Non-Exempt (Secretarial/Clerical)

General Description:

The Administrative Assistant to the General Counsel ensures the efficient operation of clerical, secretarial, and administrative functions of the Legal Affairs office assisting the General Counsel.

Reports To:

Vice President for Legal Affairs and General Counsel

What position(s) reports to this position?:

N/A

Minimum Education/Experience:

Associate Degree and one (1) year of office/administrative assistant experience

OR

Four (4) years of office/administrative assistant experience

Applicants meeting the minimums via education must attach a transcript conferring the required degree or credit hours.

Required Knowledge, Skills & Abilities:

Positive human relations and communication skills.

Demonstrated ability to maintain confidentiality and a professional demeanor.

Demonstrated organizational skills and attention to detail.

Ability and desire to work in a fast-paced environment with a demanding workload.

Demonstrated ability to manage multiple priorities.

Ability to work both independently and cooperatively with others, take direction well, coordinate resources, solve problems, and reliably complete assigned projects.

Proficient with Microsoft Office or similar software to include word processing, spreadsheets, email and calendaring systems.

Demonstrated ability to edit and correct grammar, punctuation and spelling of manuscripts and correspondence drafts and prepare finished copy in quality format.

Ability to draft routine correspondence.

Accurate word processing skills.

Ability to maintain accurate records.

Accurate spelling and filing skills.

Effective telephone skills.

Basic math skills.

Must be punctual.

Must be reliable.

Physical Demands/Working Conditions:

1. GENERAL PHYSICAL REQUIREMENTS:
Light work: The person in this position may occasionally exert up to 20 pounds of force to grasp, lift, carry, push, pull, or otherwise move objects.

2. PHYSICAL ACTIVITIES:
This position requires the person to frequently move about the OCCC campus.

This position requires the person to frequently communicate with and listen to administration, faculty, staff, students, and others to perform the essential functions of the position. Must be able to exchange accurate information in various situations.

This position requires the person to frequently remain in a standing and stationary position.

This position requires the person to frequently operate a computer, other office machinery, and mobile devices to perform the essential functions of the position.

This position requires the person to use upper and lower body to exert force up to 20 pounds to grasp, lift, push, and/or pull materials or equipment.

This position requires the person to frequently position self to access materials that may be above head or at ground level.

This position requires the person to perceive attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.

3. VISUAL ACUITY:
This position requires the person to judge, observe and assess the accuracy, neatness, thoroughness of work assigned or to make general observations.

4. WORKING CONDITIONS:
This position performs the essential functions in an indoor, office setting.

Preferred Qualifications:

Completion of associates degree or higher with studies in Business, Management, Administration or other related field.

Experience working in a legal affairs office environment

Required Training:

Quarterly training as required

Work Hours:

Monday through Friday, 8:00 a.m. to 5:00 p.m.

Department:

Legal Affairs

Job Open Date:

08/02/2023

Open Until Filled:

No

HR Contact:

Beth Holmes

Special Instructions to Applicants:

Applicants are to thoroughly complete the online application and attach the following required documents: cover letter, resume, and transcript, If meeting the minimum requirement via one of the education options.

If meeting the minimum requirement via an Associate Degree or higher and one (1) year of full-time secretarial experience, applicants are required to attach transcript conferring highest degree.

Applicants who do not attach the required documents will not be considered for the position.

For application assistance, please contact Human Resources at (405) 682-7542, Monday through Friday between the hours of 8:00 AM and 5:00 PM.

Job Duties (Position Specific):

The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

Job Duties (Duties Assignment Statement):

Develop and maintain a positive image of the Office of the Legal Affairs with faculty, staff, dignitaries, and general public.

Provide organizational, administrative, and technical support of a varying nature to the Vice President by performing a broad range of projects and assignments. Completion of such assignments involves the collection of data and preparation of reports for the Vice President’s and Associate General Counsel’s approval.

Assist the General Counsel and Associate General Counsel with general administrative assistant duties as requested.

Coordinate the General Counsel’s schedule and maintain calendar; schedule meetings, prepare needed materials, and attend and record minutes as appropriate.

Alert the General Counsel to situations or significant matters that could develop into problems and may require their attention.

Use appropriate word processing, spreadsheet, database, and graphics software to prepare correspondence, statistical, and informational reports, forms, and other documents, independently or with limited instruction, and make appropriate distribution.

Drafting weekly reports for finalization from the tracking

Prepare, format, proof documents for finalization

Setting up spreadsheets

Risk Management incident tracking

Tracking and coordinating Risk Management survey responses

Docketing due dates with appropriate reminders and inviting the correct parties

Project tracking

Making calls to obtain information, forms, related to all legal affairs projects.

Receive and track OESC claims and research pertinent information.

Draft initial OESC response letters for submission and make sure that all responses are submitted prior to the deadline.

Review OESC billing against claims for the initial determination.

Prepare drafts for documents, affidavits, and contracts

E-file documents, emails, and letters

Review legal paper files to determine whether to seek authorization for destruction or make other disposition

Assist with research, hearing preparation

Assist with labeling and placing exhibits to documents

Assist with RFP drafting and coordination when necessary

Assist with contract review by highlighting and drafting template solutions to commonly encountered terms

Tracking and filing policy revisions

Preparing and assisting with PowerPoint presentations.

Job Duties (Safety / Policy & Procedures):

Abide by the policies and procedures published in the Board of Regents Policies and College Policies & Procedures.

Contribute to a safe educational & working environment.

Adhere to established safety and health procedures and practices of providing injury and illness prevention for self and others.

Complete quarterly health and safety training pursuant to OCCC’s established safety and health procedures and practices.

Participate in all applicable OCCC emergency, evacuation, shelter in place drills, and be prepared to take action and assist others in taking appropriate action should a health or safety emergency occur.