Administrative Assistant I

Administrative Assistant I Agency: 353 OKLA. HORSE RACING COMM. Supervisory Organization: Horse Racing Commission Job Type: Regular Time Type: Full time Job Description Basic Purpose: Positions in this job family are assigned responsibilities for providing secretarial and administrative support to attorneys. Typical Functions The functions performed in this job family will vary by level, unit and organization, but may include the following: Provides secretarial and administrative support for attorneys; composes and prepares various legal documents and forms; takes and transcribes dictation of confidential, technical, or legal material requiring high degree of accuracy; records and transcribes proceedings of meetings and conferences. Independently researches, locates and assembles legal materials for working files used in docketing cases or information and data for administrative board or commission consideration and action; gathers agency data and documents to support various pleadings filed in different courts; develops and maintains files on research sources. Reviews routine petitions regarding administrative appeals and prepares appropriate draft pleadings. Arranges for special conferences and meetings; maintains attorney's calendar, advising of commitments; makes travel arrangements; prepares and submits travel claims and expense account. Schedules depositions, prepares exhibits for court cases; compiles reports or other materials for use by an attorney or other member of a legal staff. Maintains or supervises the maintenance of confidential legal files and hard copy or electronic records. Assists attorneys in ensuring that deadlines are met for filing various court actions; files orders, judgments, pleadings, briefs and other documents on behalf of an attorney. Plans, organizes and coordinates secretarial support for a staff of attorneys, general counsel or other legal staff; establishes office policies and procedures; schedules activities for attorneys and other staff members. Supervises secretarial staff in the completion of required tasks; assigns and reviews work; evaluates performance; provides training; approves leave; initiates disciplinary actions; interprets rules and regulations. Operates a variety of modern office equipment; screens phone calls and receives visitors; provides information or refers to appropriate official; opens, reviews and distributes mail; disposes of routine matters; prepares correspondence for supervisor's signature. Level Descriptor Levels are distinguished based on the complexity of assigned duties, the level of expertise required for completion of work assignments, and the responsibility assigned for the supervision of others. This is the career level where employees will be expected to perform duties at all levels of complexity. Education and Experience Education and Experience requirements at this level consist of three years of experience performing a variety of complex clerical and typing work PLUS one year of experience as a legal secretary; or an equivalent combination of education and experience. Knowledge, Skills, Abilities and Competencies Knowledge, Skills, and Abilities required at this level include knowledge of guidelines related to the preparation and filing of various legal documents and forms; of business communications; of trial and court procedures; of law office practices; of legal terms and definitions; of business English; of office procedures; of business arithmetic; of training principles and practices; and of public relations. Ability is required to establish effective working relationships with others; to type accurately from plain copy at a rate of fifty words per minute; to prepare complex legal documents and forms; to deal with the public; to handle confidential work with tact and discretion; to exercise judgment in interpreting and applying rules or policy; to follow oral and written instructions; to operate standard office equipment; and to communicate effectively, both orally and in writing. Equal Opportunity Employment: The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.