Administrative Assistant - Corporation Counsel

Job Description

Under general supervision, provides administrative support for the Office of the Corporation Counsel and the legal services of the County. Assists the Corporation Counsel in the delivery of legal services to the Board of Commissioners, the Administrator's Office, all elected officials, and all County departments.

Essential Job Functions

The essential functions of this position include, but are not limited to, the following:

• Performs a variety of administrative support functions required for the effective and efficient delivery of legal services to Ottawa County government.
• Manages and maintains leadership schedules and calendars, makes travel arrangements, prepares and distributes meeting agenda and materials, and provides other direct support.
• Receives and responds to requests for procedural and substantive information and assistance with respect to County policies and procedures, administration of contracts, Freedom of Information (FOIA) requests, delinquent tax matters, and other matters.
• Prepares and maintains all files, including files for confidential issues, contracts, FOIA requests, HIPAA matters, policy and procedure interpretations, and all other legal matters and issues with legal ramifications for the County.
• Prepares contracts, leases, legal briefs, legal opinions, memoranda, letters of understanding, motions, affidavits, petitions, orders, proofs of Service, judgments, and other legal documents, ensuring that all documents comply with substantive and procedural requirements.
• Prepares drafts of County policies, procedures and ordinances.
• Prepares responses to FOIA requests and manages the FOIA submittal system.
• Administers the Emergency Contract Policy, preparing, obtaining proper signatures for, and distributing emergency contracts to the departments of origin to initiate or continue authorized contractual arrangements.
• Provides support in the creation of the department's operation budget, codes and submits invoices, monitors the department's budget, collects expense receipts, and performs other basic accounting functions.
• Provides support for the Ottawa County Insurance Authority.
• Researches issues and provides summary reports as requested by the Corporation Counsel.
• Participates in the development of the annual operating and capital budget requests, providing historical budget data and projections of future budget requirements, and preparing draft requests in appropriate formats.
• Performs other functions as assigned.

Required Education, Training and Experience

Associates degree in business administration, legal studies, or other related field. Experience in a legal office setting preferred or experience with confidential documents; or an equivalent combination of education, training and experience.

Additional Requirements and Information

• Thorough working knowledge of County policies and procedures, County legislative processes, and Michigan Court Rules and court procedures.
• Good working knowledge of FOIA and HIPAA rules, regulations and requirements.
• Thorough working knowledge of substantive and procedural requirements for the preparation and processing of a wide variety of legal documents.
• Thorough working knowledge of legal terminology.
• Thorough understanding of confidentiality and employee right to privacy issues.
• Good working knowledge of legal office and records management principles and practices.
• Good working knowledge of contract administration practices and principles.
• Computer literacy, including thorough working knowledge of word processing, spreadsheet and database management applications software.
• Excellent oral and written communication skills.
• Excellent interpersonal and human relations skills.
• Ability to interact positively and objectively with elected officials, department directors, managers, contractors and consultants, employees, parties with interests in legal matters involving the County, and members of the general public from a wide range of cultural and socio-economic backgrounds and with varying levels of educational attainment and communications skills.

Physical Requirements:

Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility.

Working Conditions:

Work is performed in a normal office environment.

Job Description

Under general supervision, provides administrative support for the Office of the Corporation Counsel and the legal services of the County. Assists the Corporation Counsel in the delivery of legal services to the Board of Commissioners, the Administrator's Office, all elected officials, and all County departments.

Essential Job Functions

The essential functions of this position include, but are not limited to, the following:

• Performs a variety of administrative support functions required for the effective and efficient delivery of legal services to Ottawa County government.
• Manages and maintains leadership schedules and calendars, makes travel arrangements, prepares and distributes meeting agenda and materials, and provides other direct support.
• Receives and responds to requests for procedural and substantive information and assistance with respect to County policies and procedures, administration of contracts, Freedom of Information (FOIA) requests, delinquent tax matters, and other matters.
• Prepares and maintains all files, including files for confidential issues, contracts, FOIA requests, HIPAA matters, policy and procedure interpretations, and all other legal matters and issues with legal ramifications for the County.
• Prepares contracts, leases, legal briefs, legal opinions, memoranda, letters of understanding, motions, affidavits, petitions, orders, proofs of Service, judgments, and other legal documents, ensuring that all documents comply with substantive and procedural requirements.
• Prepares drafts of County policies, procedures and ordinances.
• Prepares responses to FOIA requests and manages the FOIA submittal system.
• Administers the Emergency Contract Policy, preparing, obtaining proper signatures for, and distributing emergency contracts to the departments of origin to initiate or continue authorized contractual arrangements.
• Provides support in the creation of the department's operation budget, codes and submits invoices, monitors the department's budget, collects expense receipts, and performs other basic accounting functions.
• Provides support for the Ottawa County Insurance Authority.
• Researches issues and provides summary reports as requested by the Corporation Counsel.
• Participates in the development of the annual operating and capital budget requests, providing historical budget data and projections of future budget requirements, and preparing draft requests in appropriate formats.
• Performs other functions as assigned.

Required Education, Training and Experience

Associates degree in business administration, legal studies, or other related field. Experience in a legal office setting preferred or experience with confidential documents; or an equivalent combination of education, training and experience.

Additional Requirements and Information

• Thorough working knowledge of County policies and procedures, County legislative processes, and Michigan Court Rules and court procedures.
• Good working knowledge of FOIA and HIPAA rules, regulations and requirements.
• Thorough working knowledge of substantive and procedural requirements for the preparation and processing of a wide variety of legal documents.
• Thorough working knowledge of legal terminology.
• Thorough understanding of confidentiality and employee right to privacy issues.
• Good working knowledge of legal office and records management principles and practices.
• Good working knowledge of contract administration practices and principles.
• Computer literacy, including thorough working knowledge of word processing, spreadsheet and database management applications software.
• Excellent oral and written communication skills.
• Excellent interpersonal and human relations skills.
• Ability to interact positively and objectively with elected officials, department directors, managers, contractors and consultants, employees, parties with interests in legal matters involving the County, and members of the general public from a wide range of cultural and socio-economic backgrounds and with varying levels of educational attainment and communications skills.

Physical Requirements:

Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility.

Working Conditions:

Work is performed in a normal office environment.

Ottawa County offers a wide range of benefits to support you in your career. View the Unclassified Benefits Summary for more information.

The current Unclassified group manual can be viewed here.

The Ottawa County Universal Wage Scale can be found here.

**Part-time benefitted positions will recieve prorated benefits.