Legal Assistant / Office Manager

Definition and Examples of Work

• Maintains dependable attendance and punctuality.
• Maintains strict confidentiality on KTA matters.
• Adheres to KTA policies, state ethics rules, and confidentiality requirements.
• Exercise discretion in all internal and external communications related to KTA legal matters.
• Maintains an understanding of legal and KTA policies and procedures.
• Ensures compliance with Kansas Open Records Act (KORA) and other applicable laws when handling KTA records and confidential information.
• Independently prioritizes tasks and completes them under time constraints.
• Uses a computer and software to maintain records, prepare documents and reports.
• Assists General Counsel and coordinates with KTA employees to schedule, gather, produce, and track KTA responses to record requests, including responses to subpoenas, court orders, warrants and Kansas Open Records Act requests.
• Organize and maintain calendar system to ensure all requests are fulfilled in timely manner.
• Screens telephone calls and records messages.
• Assists in preparing, proofreading, and formatting contracts, reports and correspondence.
• Reads and organizes all incoming mail and email. Ensures that outgoing mail and email is timely delivered. If necessary, routes mail to specific delivery service and follows up on timely delivery.
• Schedules and maintains General Counsel calendar and deadline reminder systems.
• Organizes and maintains General Counsel task lists to ensure timely completion of projects.
• Maintains and files KTA contracts utilizing KTA software.
• Works closely with General Counsel, other KTA staff members, KTA partners and KTA customers.
• Performs tasks as assigned concerning the new KTA administrative building, including ensuring contracted services are being performed as required.
• Coordinates and ensures arrangements for meeting rooms are prepared for board meetings and other employee training, such as coordinating catering and technology needs.
• Perform and report on special projects and tasks as assigned.

Latitude and Impact of Position

This position works independently and as part of a team, including providing input and problem solving with General Counsel and others to complete tasks. Negotiation and persuasion are used with internal and external customers and vendors. Decision making is typically done independently in regard to decisions affecting the individual, department, and organizational work tasks. Successful completion of job tasks impacts internal systems and processes, customer satisfaction, external company image, General Counsel reputation, and organizational liability risks.

Work Environment

The work environment described here is representative of the general work environment for the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Primarily works in a general office environment using computers, electronic devices, and related office equipment.

QUALIFICATION

Required Knowledge, Skills and Abilities

• Administrative skills
• Strong written and oral communication skills
• Ability to handle sensitive information with discretion and integrity.
• Strong attention to detail and ability to maintain accuracy with deadlines.
• Typing skills
• Interpersonal skills
• Problem-solving skills
• Decision-making skills
• Phone skills
• Computer skills (Word, Outlook, PowerPoint)

Preferred Knowledge, Skills and Abilities

• College degree or paralegal / legal assistant certification preferred.

Required Education and Experience

• High school diploma or equivalent.

Certification, License, Registration

• Valid Kansas driver's license and a good driving record.

Physical requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to sit (or stand) for long periods of time (continuous)
• Must be able to visualize computer screen (frequently)
• Must be able to speak with and hear others (continuous)
• Must be able to adjust focus, identify and distinguish colors and/or shapes and see up close (frequently)
• Occasionally uses peripheral vision, depth perception, and must see at a distance.
• Must occasionally distinguish between sound tones.
• Must lift, reach, carry, push, or pull weight up to 40 pounds regularly.
• Must be able to reach overhead, retrieve items from shelves of up to 8ft in height.

Other Requirements

• Must be available to work hours outside of normal business hours as needed.