Manages the operations of the Legal Department by developing, presenting, implementing and maintaining processes that improve the efficiencies of the department. Serves as a strategic partner with the Chief Legal Officer to fulfill internal client needs and acts as a liaison with other District departments. Responsible for managing performance of the daily administrative and support operations of the department. This position is the department lead for understanding and optimizing department use of a platform designed to manage electronic files/documents and works with IT to maintain the files/documents. Performs other duties of a similar nature as required.
- Establishes and develops collaborative working relationships with department personnel and other District stakeholders to understand and manage operational needs, best practices and to educate on roles and functionality. Stays informed of technology, processes and other operational best practices and efficiency concepts. Facilitates change and serves as point of contact and resource for information concerning the activities of the department.
- Manages the performance of administrative activities of the Legal Department, including office management, management of sensitive or confidential files and information, electronic file management, performance management evaluations of subordinate staff and coordination of processing all Department evaluations, implementation of procedures and managing or assisting with Department records management, payroll, travel, collection and reporting of statistics and training needs and functions.
- Act as the Legal Department lead, in coordination with IT, to implement and maintain system optimization with the Legal Department's electronic document system. Works closely with members of the Legal Department, key stakeholders and IT to advise on system functionality needs.
- Coordinates the preparation and maintenance of the Legal Department budget and departmental accounting functions, including coordination and monitoring of outside counsel engagements, invoices, spending and budgets and provides periodic reports to Chief Legal Officer and Finance department.
- Supervises department administrative staff in the composition of Board resolutions, editing the same and ensuring accuracy and timeliness. Coordinates resolution requests, agenda items and other Board meeting materials both within the Legal Department and interdepartmental. Oversees and coordinates the timely preparation and review of minutes for District Board of Trustees, committees and Suburban Council of Governments meetings. Ensures public notice for same is properly published.
- Supervises department staff in the management of public records requests and the District’s records retention program. Works with staff and attorneys to maintain compliance with applicable records management laws, statutes and regulations and to align program policies and procedures to industry best practices. Collaborates with all District departments to analyze needs and provides guidance in the total lifecycle of records including the setup and maintenance of manual and automated records systems, classification, retention and storage of records as well as the preparation of records for destruction. Must possess or develop a thorough understanding of Ohio’s public records laws and the related District policies and procedures and is responsible for managing their implementation and compliance.
- Assists in gathering information on new issues, meetings and client requests. Maintains and tracks outstanding workflow items and statuses to ensure proper and timely responses. Attends meetings as Department representative as requested. Assists Chief Legal Officer in reviewing and prioritizing new meeting requests and outstanding workflow items. Manages content and finalization of regular departmental workflow reports by department staff, as needed.
- Supervises and coordinates the work of subordinate staff. Monitors the accuracy, completeness and timeliness of work. Reviews performance of subordinate staff, identifies problems with performance and develops performance improvement plans, determines training needs and initiates informal measures or recommends formal disciplinary actions to aid in correcting misconduct.
- Develops or assists in the development of and compliance with department and District policies and procedures. Trains or facilitates training of department staff in the use of District systems including electronic file management, automated payroll, travel and other systems. Develops operating procedures, manuals, forms, systems and other materials describing department or District procedures and standards and may coordinate or provide department or District training.
- Plans, develops and facilitates changes in procedures, forms, practices, workflows, personnel assignments and equipment. Advises employees when unusual work situations arise or when new procedures are instituted.
- Performs personnel supervisory tasks, including coordinating and participating in the hiring and promotion process, supervising the training of new and existing administrative staff, resolving unusual employee problems and supervising employee time and attendance and travel records.
- Coordinates and conducts regularly scheduled department or other staff meetings to inform and align staff, communicate departmental and organizational issues and brainstorm improvement recommendations and help manage department needs. Prepares written agendas, summaries of issues and action plans, manuals, reports and other materials describing standards and procedures.
- Provides support to attorneys and other Legal Department team members as needed and directed by the Chief Legal Officer.
- Provides required performance or management of professional services on assigned special projects.
- Performs other duties of a similar nature as required.
MINIMUM JOB REQUIREMENTS
Candidate must possess a bachelor’s degree in Business Management, Operations Management, Public Administration, Legal Studies, Pre-law, English, Political Science or a related field. Other majors in combination with significant, relevant experience will be considered.
Candidate must possess five (5) years of professional business experience involving office management, workflow management, project, file and personnel management, with a preference for work in a legal or government environment. Experience must include supporting stakeholders as well as drafting documents and reports. Supervisory experience is preferred.
LICENSURE AND CERTIFICATIONS
Candidate must possess a valid driver’s license with a driving record in accordance with the District’s acceptable guidelines.
KNOWLEDGE, SKILLS AND ABILITIES
- Candidate must possess refined writing skills, initiative and a positive attitude conducive to building teamwork and promoting departmental focus on internal customer service.
- Must possess critical thinking and ability to recognize problems and develop solutions and to recognize sensitive information and maintain confidential matters.
- Knowledge of local government processes, including resolution creation and adoption procedures and styles, is preferred.
- Must possess knowledge of modern office equipment and systems, including proficiency in word processing (Microsoft Word), spreadsheets (Microsoft Excel) and database applications.
- Candidate must be analytical and possess a high capacity and ability to multi-task, manage, coordinate, oversee and monitor multiple medium to complex projects, with excellent organizational and communication skills.
- Must demonstrate proven ability to pay attention to detail above reproach, to lead and facilitate meetings and processes, research and compile information, lead and supervise others.
- Candidate must possess the ability to be reliable and punctual in reporting to work as scheduled; anticipate informational, administrative and workflow needs and take pro-active approach to coordinate with staff and meet needs.
- Must be able to establish and maintain cooperative relationships; coordinate with other work groups; and recognize, maintain and administer highly confidential matters, records and information.
NEORSD, an Equal Opportunity Employer
The Northeast Ohio Regional Sewer District is an Equal Opportunity Employer. We are committed to fostering a diverse and inclusive workforce, recognizing the full range of human differences and similarities. Through our unwavering efforts to leverage the potential of our diversity, we continually strive to build and foster an environment that respects each individual. We encourage and promote innovation, and provide opportunities for all employees to interact, communicate, and realize the full potential of their talents.
Our Employee Benefits& Wellness Programs
We offer a comprehensive employee benefits package including: Health Insurance Coverage, Various Retirement Planning Options (Ohio Public Employee Retirement System and Deferred Compensation Plans), Group and Voluntary Life Insurance, Flexible Spending Accounts, Employee Assistance Program, Tuition Assistance Program, Free Parking at our facilities, Corporate Discounts, and More! We also have a very active Health& Wellness Program that promotes a life/work balance.
Minimum - $63,406
Mid-point - $79,257
Maximum - $95,109