A) Executive Secretary & Administrative Assistant
Plans, initiates and carries to completion clerical, secretarial and quasi-administrative activities. Reviews, edits composes and prepares extremely complex correspondence for supervisor's signature. Maintains supervisor's calendar, schedules appointments and arranges meetings. Reviews incoming correspondence and routes to appropriate staff members. Prepares payroll, travel reports, etc. for department/division as directed. Maintains current information on polices, programs, etc., and processes routine matters within established policies. Checks for conformance with existing policies and procedures. Orders supplies, initiates purchase orders, authorizes payment for items received. Maintains department/division personel records. Processes personnel paperwork related to newly hired department/division employees. Performs light accounting functions and maintains budget records. Coordinates preparations for workshops, meetings and seminars. Develops, implements and maintains complex filing systems and records as required. Assists with research assignments and the assembling of information for reports and Board Agenda items. Maintains confidentiality regarding business matters.
B) Legal Secretary
Takes and transcribes dictation consisting of legal briefs, memorandum and court orders; prepares legal correspondence for signature. Prepares case files and related records. Maintains supervisor's appointment calendar; screens calls; schedules meetings, legal hearings and trials. Contacts attorneys concerning cases or to seek information. Gathers information through research of computer files, court documents, records, hearings and minutes of meetings; assists attorneys in drafting, proofreading and dispatching letters and other documents. Prepares agenda for meetings and furnishes detailed information concerning agenda items to appropriate officials. Prepares legal instruments such as pleadings, ordinances, legal briefs, agreements, legislation, subpoenas, deeds, and resolutions. Processes applications subject to provisions of State, County or municipal statutes, regulations or ordinances. Reads and processes incoming mail and independently composes replies when appropriate. Approves and/or prepares vouchers or other documents for attorney's/general master's signature. Answers inquiries from general public, other governmental officials and members of the news media pertaining to the operation of the office. Establishes and maintains comprehensive filing system and assembles information for the office use. Provides telephone information and maintains statistics.
C) Paralegal & Legal Assistant
Serves as liaison with other legal department attorneys and staff. Interacts and works with the various departments.Handles inquiries about the existence of School Board policy. Maintains policy index, legal opinions, brief bank and law library. Complies and maintains documents, court opinions, files and other items, as needed in performance of work and as requested by attorney. Gathers and analyzes information. Drafts, organizes, and digests legal documents. Prepares preliminary drafts of pleading for review by attorney. Researches legal issues through legal reference books and modern computerized databases. Prepares and organizes exhibits and trial folders. Coordinates and schedules witnesses, documentary evidences, prepares notices, subpoenas, and other pre-trial preparation activities for attorney in litigation matters. Attends trials, depositions or other legal proceedings with attorney to assist as needed. Checks citations and shepherds cases. Summarizes depositions for review by attorney. Prepares preliminary drafts of legal documents, e.g. contracts, ordinances, proclamations, and resolutions for review by attorney. Reviews and/or analyzes legal documents for attorney. Researches public records. Abstracts prepares, digest, and indexes various materials that have been compiled. Locates and analyzes relevant statutes, regulations, and court cases. Summarizes depositions, interrogatories, and testimony for review by attorney. Prepares documents for review by attorney needed in real estate transactions and attends real estate closings to assist attorney as needed. Examines title and bond documents. Conducts statistical and documentary research for review by attorney. Prepares drafts of pleading and briefs for review by attorney. Supervises the daily work activities of the secretary. Drafts, receives and processes wits of garnishment under supervision of attorney. Prepares board reports, complies backup documents as necessary and follows up with Board Minutes Office to complete and maintain records of Board Action.
D) Clerk - Office
Assists other office personnel in checking forms and other documents for completeness and accuracy, processing forms, preparing listings, filing and responding to routine inquiries. Greets and assists parents and provides forms to students. Performs standardized clerical or record keeping functions, e.g., completing and mailing forms or form letters, maintaining established records and preparing new records, assembling and posting data, and composing routine letters. Prepares various materials or tabulations from copy or rough draft. Sorts and files various correspondence, reports, vouchers and other materials. Maintains confidentiality regarding school and business matters.