Executive Administrative Assistant/Lead Secretary

Scheduling deadlines, depositions, and conferences to meet legal time frames.

Prepare, organize, assemble, and image case files.

Research on relevant statutes, local rules, State and Federal timelines, court decisions, initiate, draft, and create appeals, legal arguments, and motions.

Request and prepare medical records, exhibits, correspondence, reports, legal pleadings, subpoenas, notices of appearance, Request for Production and affidavits with high accuracy, presentation, completeness, and correctness of content.

Arrange process service.

Respond to inquiries regarding case status, coordinate the scheduling of depositions/ hearings and appointments between attorney, paralegals, etc. and provide notification of depositions.

Discuss assigned duties with paralegals to coordinate efforts.

Administrative support of multiple members of management

Manage daily mail, fax, e-mails, calls, messages and arrange for delivery of correspondence to community, staff, and management.

Organize and maintain files, contract records and track expiration dates.

Maintain schedules, task list and make appointments for all participants.

Facilitate the presentation of contracts to the Board of County Commissioners and inclusion on the agenda.

Read, research, interpret and implement a variety of legal documents related to site monitoring.

Prepare draft documents for contracts, grants, agreements

Support members and coordination of Advisory Council events which includes accurate meeting Minutes, note-taking, coordinating/planning, etc., including the update to the current Area Plan.

Analyze public disclosure requests daily to respond accordingly with knowledge of the legal requirements relating to records management practices.

Inventory control, record retention principles and public disclosure. I maintain a comprehensive records management system and tracking process for all Community Development, Hearing Examiner and Planning Commission records

Filing and retrieval, indexing, retention, storage, scanning, and reproduction of all department record, ensuring compliance with applicable county, federal and state laws and regulations related to records management.

Research and stay current on all applicable rules, regulations, laws and statutes pertaining to public record management to effectively coordinate and schedule purging, archival and disposal of records as well as maintain and organize storage areas.

Coordinate, compose and schedule legal advertising, technical reviews, legal notices of subject public hearings and applications to all affected agencies

Acquire meeting spaces, prepare copies of records, run team meetings, provide coverage for essential office assistant duties for planned and unplanned absences.

Independently carry out recurring office procedures and uses initiative to determine action in non-routine situations. Interprets and adapts guidelines to changing situations.

Completes assignments and checks completed work for accuracy and format; including materials for conferences, meetings, and correspondence according to the Navy Correspondence Manual.

Routes requests to appropriate staff, manages calendars and arranges for conferences and meeting rooms, as directed; attends and records minutes of the proceedings.

Prepares and maintains reports, records, plans, office files, equipment listings, and correspondence controls.

Requisitions supplies, maintenance, or other services.

Knowledge of everything a Secretary II and III does and assists them by: training, obtaining system access, identifying job expectations, workload assignments, coaching and mentoring on current and new procedures.