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Years of Experience
Date Last Verified
Administrative Assistant IV The candidate performs highly complex (senior-level) administrative assistance work throughout the Administrative Hearing Section (AHS). Assists legal support staff in preparing legal documents, correspondence, hard copy files, and exhibit books for oral hearings. Organizes and maintains records that support the administrative hearings process. Performs routine secretarial tasks and other administrative duties. Works in a computer based environment. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. Assists support staff in preparing hard copy files, certifications and exhibit books for oral hearings. Prepares, edits, and distributes correspondence, reports, studies, forms and documents. Maintains filing, record keeping, and record management systems, such as entering basic data entry using Agency Work Manager (AWM) system. Copies and/or prepares position letters, motions, letters, memos, responses, and other legal pleadings. Maintains status of cases on the hearings tracking system (AWM) and Assistant General Counsel hearings calendars. Responds to inquiries from taxpayers and agency employees concerning hearings. Creates new hearing file setups, prints hard-copy of imaged files, sorts, hole- punches, create labels, tabs and places documents in folders with dividers. Serves as backup in absence of receptionist, legal assistants, and other administrative support staff. May provide assistance answering and routing phone calls, taking messages, and greeting and directing visitors to the appropriate staff. Performs other related work as assigned.
Qualification and Experience
The candidate should have a Graduation from a senior high school or GED. Graduation from an accredited college or university with major coursework in law or a related field is generally preferred. Should have 5+ years of experience providing administrative support in an office environment. Must preferably have 5+ years of experience working in a law firm, corporate legal division, or government agency as an administrative assistant in a legal environment, legal secretary, legal assistant or paralegal. Experience using MS Office Suite programs (Word, Excel, Access) desired. Experience conducting online legal research plus. Skills of proofreading legal and business documents, using a personal computer in a Windows environment, Microsoft software and mainframe functions; using databases for finding and storing information; using Microsoft Office Suite (Word, Excel, Access and PowerPoint) required.
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