Administrative Support Assistant III, Office of the General Counsel
Community College of Baltimore County
Dundalk, MD
Full-time
Administration / Clerical
Posted on April 24, 2024
The purpose of this class is to provide advanced level administrative support services to assigned department, school or division.
High school diploma/GED and seven years related office experience or Associate's Degree and five years related office experience; knowledge and experience using Microsoft Office Suite and Adobe software applications; must complete and pass Microsoft testing modules which includes Word and Excel and demonstrate the ability to type 45 wpm; experience in higher education preferred. (Candidates with proof of current Microsoft Office Expert Specialist Certification do not need to test.)
Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There will be other duties as assigned.
High school diploma/GED and seven years related office experience or Associate's Degree and five years related office experience; knowledge and experience using Microsoft Office Suite and Adobe software applications; must complete and pass Microsoft testing modules which includes Word and Excel and demonstrate the ability to type 45 wpm; experience in higher education preferred. (Candidates with proof of current Microsoft Office Expert Specialist Certification do not need to test.)
- Assist and provide information to students, faculty, administrators and the college community in person and on the telephone.
- Assist with special projects, meetings and/or special events.
- Serve as liaison between department or program and other offices or organizations.
- Research, analyze and process data into college systems.
- Maintain records and files.
- Assist with area budget process.
- Compile reports, documents, forms and correspondence.
- Create and track check requests, requisitions, work orders and other request forms.
- Manage calendars for department personnel.
- Process and manage all relevant course, program and/or personnel paperwork.
- Manage and support attorneys in the Office of the General Counsel (OGC) with day-to-day functions.
- Handle all information of the office with confidentiality and discretion.
- Maintain General Counsel's calendar, schedule meetings and appointments, and print and prepare binders/folders of meeting material.
- Receive and review incoming office correspondence and other information submitted to OGC.
- Make arrangements for meetings and conferences, coordinate trial dates, discovery schedules and other litigation matters, and follows-up on requests.
- Assist with coordinating and tracking legal requests received in the office, including those related to contracts.
- Draft, edit, proofread and format routine office correspondence for the signature of the General Counsel and Assistant General Counsel.
- Proofread and format legal documents as requested.
- Receive and screen telephone calls.
- Prioritize matters and use discretion when referring callers to the General Counsel, or Assistant General Counsel, or scheduling meetings.
- Serve as liaison, on own initiative or as directed, between OGC and other college offices, governmental agencies, law firms, and others.
- Assist with filing various legal documents and exhibits with the court or administrative agencies using the online filing systems.
- Access and print legislations, court filings and other public documents as requested.
- Utilize the state's criminal history database to track cases and conduct a cursory review of certain matters as needed.
- Assist with the monthly legal report for submission to the Vice President of Administrative Services.
- Monitor ongoing lawsuits, complaints and decisions for inclusion in, or deletion from, the monthly legal report.
- Coordinate with other offices as needed to gather information required for subpoenas, requests for information, or public information act requests to ensure timely responses.
- Update loose-leaf binders with legal reference material and maintain law books as needed;
- Organize and maintain a filing system for all matters handled by the OGC.
- Monitor records retention schedule and timeline for records storage and destruction.
- Monitor P-Card purchases and submit expense report for payment.
- Maintain Excel spreadsheet of purchases.
- Maintain inventory of office supplies.
- Monitor and process annual organizational membership applications or renewals.
Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There will be other duties as assigned.
