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    Executive Administrative Assistant I - Philadelphia, United States - Pennsylvania Office of Attorney General

    Pennsylvania Office of Attorney General
    Pennsylvania Office of Attorney General Philadelphia, United States

    3 weeks ago

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    Description
    Salary: See Position Description

    Location : Philadelphia, PA

    Job Type: Full-time

    Remote Employment: Flexible/Hybrid

    Job Number:

    Division: Public Protection Division

    Section: Fair Labor Section Philadelphia

    Opening Date: 04/16/2024

    Closing Date: 4/30/2024 11:59 PM Eastern

    Position Information

    Section: Fair Labor Section/Public Protection Division

    Class: Executive Administrative Assistant I

    Location: Philadelphia

    Telework: This position will report to the headquartered location a minimum of 2 days per week. You may have the opportunity to telework the remainder of the week, if desired and based on business need.

    Position Type: Full-time, Non-civil service, Non-union

    Work Hours: 8:30 - 5:00

    Salary Range: Starting salary of $49,330

    Basic Function

    The Pennsylvania Office of Attorney General (OAG) is seeking a skilled Executive Administrative Assistant to support attorneys in the practice of law in the Fair Labor Section.

    The Fair Labor Section has jurisdiction across three divisions of the Office - Public Protection, Criminal Law, and Civil Law. As such, it can be involved in litigation encompassing a variety of worker issues of a civil or criminal nature in both state and federal courts. The Section frequently collaborates with attorneys general offices across the country, and it is involved in investigations, litigation, and drafting comments and amicus briefs, which may include other agencies of the Commonwealth of Pennsylvania or other state attorneys general. The Fair Labor Section engages on a regular basis with stakeholder communities throughout Pennsylvania and does a significant amount of public outreach.

    The Executive Administrative Assistant will support attorneys and investigators in the Fair Labor Section with drafting, reviewing, analyzing, and processing investigations, case information, legal correspondence, and other legal documents. Work will often involve handling sensitive and confidential matters consistent with attorney-client privilege. The Executive Administrative Assistant will be expected to work independently, subject to the direction of an attorney who reviews the work for timeliness, accuracy, correct formatting, and adherence to procedural and other legal requirements. The employee needs to be self-motivated and able to identify issues and to resolve them.

    Examples Of Duties
    • Monitors and assists with ongoing cases and investigations, through contact with case agents and other law enforcement agencies, researchers, and investigators
    • Prepares/drafts letters, memos, summaries, requests for service, reports, and other legal documents in appropriate format pursuant to instruction
    • Proofreads and line edits draft briefs, pleadings, letters, comments, and other documents for grammar, spelling, punctuation, format, syntax, and legal citation
    • Prepares tables of contents and tables of authorities for reports, briefs and memorandums of law
    • Researches and shepardizes case law, statutes, regulations, and other citations via commercial legal research tools such as Westlaw
    • Gathers, prepares, and files documents with state and federal courts and regulatory agencies
    • Reviews local, state, and federal rules and regulations to ensure compliance
    • Maintains legal records, case tracking, and other docketing information using electronic databases such as CM/ECF, PACER, and the Pennsylvania Unified Judicial System
    • Assists the section with maintaining records for multistate matters (administrative comments, letters, amicus briefs), including upcoming deadlines, joined matters, and final filed documents
    • Communicates with other sections of the OAG and with other state and federal partners on matters concerning multistate investigations, task forces, and policy initiatives
    • Maintains a list of section accomplishments and coordinates with the Communications Section to ensure public-facing multimedia content (e.g., website, social media) is current and accurate
    • Maintains the section's database of standard legal forms such as memos, orders, certifications of documents, pleadings, briefs, subpoenas, civil investigative demands, and discovery requests
    • Calendars and advises attorneys of important due dates and upcoming trial, settlement, closing, and hearing commitments
    • Provides hearing and trial support by assembling exhibits and preparing materials for court
    • Schedules meetings, coordinates attendance at conferences, classes, and seminars
    • Acts as the Travel Coordinator for the section, providing guidance or assisting in making travel arrangements, preparing Travel Expense Reimbursement requests (TERs), and/or reviewing employees' TERs prior to supervisor approval
    • Facilitates and assists in coordinating outreach events with stakeholder groups and the public
    • Leads delegated projects assigned by the Section Chief
    • Utilizes electronic commercial databases and library resources to obtain copies of cases, statutes, regulations, legislative materials, and docket filings as instructed by an attorney
    • Performs initial review of documents and materials produced pursuant to discovery requests, subpoenas, document requests, etc.
    • Drafts routine correspondence
    • Opens, logs, and distributes incoming mail, and sends various documents via regular and certified mail
    • Handles telephone calls from courts, clients, opposing counsel, agency staff, and the public
    • Performs related work as required
    Minimum Experience and Training
    • A Bachelor's degree from an accredited institution and one year of progressively responsible experience in administrative/staff work OR
    • Graduation from high school and five years of progressively responsible experience in administrative/staff work. Appropriate formal post high school education may be substituted for the required experience on a year-for-year basis OR
    • Any equivalent combination of experience, training, and education
    Health Benefits

    This position qualifies you for the Commonwealth's benefits package which includes medical, prescription, dental, and vision coverage. Medical coverage is available on your first day of employment Prescription is also available on your first day, for an additional cost for the first 90 days of employment. Dental and vision are available after 90 days of employment as well.

    Flexible Spending Accounts (FSA) are available to all employees, regardless of enrollment in our benefits.

    Paid Time Off

    OAG employees receive 12 paid holidays each calendar year, along with earning paid vacation time and sick leave each pay period.

    Retirement

    For new employees, the State Employees' Retirement System offers various options for enrollment into our retirement plans. You will receive specific information on these options shortly after you begin employment.

    To learn more about the benefits available to OAG employees, please review the

    01

    What is your highest level of education?
    • Some High School
    • High School or GED
    • Some College
    • Technical College
    • Associate's Degree
    • Bachelor's Degree
    • Master's Degree
    • Doctorate
    02

    How many years of experience in progressively responsible administrative/staff work do you possess?
    • None
    • Less than 1 year
    • 1-2 years
    • 2-3 years
    • 3-4 years
    • 4-5 years
    • 5+ years
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