Legal Support Supervisor

Salary- $68,000.00

GENERAL FUNCTION

The Legal Support Supervisor is responsible for the supervision of Legal Secretaries and other support personnel in the Tulsa office of the Legal Division and possesses a comprehensive knowledge of legal processes and procedures. Duties include reviewing work for quality control, providing training, implementing docket management processes, and planning and performing other supervisory functions including evaluating performance, making recommendations on disciplinary actions, providing for employee development, managing employees’ time, and approving leave requests.

TYPICAL FUNCTIONS

The functions performed by employees in this position may include the following:

· Coordinates secretarial and administrative support for attorneys.

· Independently researches, locates and assembles legal materials for working files used in docketing cases or information and data for administrative board or commission consideration and action.

· Reviews routine petitions regarding various collection actions and prepares appropriate draft pleadings.

· Arranges for special conferences and meetings and maintains division calendar, advising of commitments.

· Assists with preparation of exhibits, schedules, documents or pertinent records for court cases as needed. Compiles reports or other materials for use by an attorney or other member of a legal staff.

· Oversees organization and maintenance of the Division’s file room, confidential legal files and hard copy or electronic records.

· Assists attorneys in ensuring that deadlines are met for filing various court actions

· Plans, organizes and coordinates secretarial support for a staff of attorneys, general counsel or other legal staff. Administers policies and procedures applicable to support staff.

· Supervises secretarial staff in the completion of required tasks

o Assigns and reviews work

o Evaluates performance

o Provides training

o Approves leave

o Initiates disciplinary actions

o Interprets rules and regulations

· Operates a variety of modern office equipment

o Screens phone calls and receives visitors

o Provides information or refers to appropriate official

o Opens, reviews and distributes mail

o Disposes of routine matters

o Prepares correspondence for supervisor’s signature

COMPLEXITY OF KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of

· Guidelines for the preparation and filing of legal documents

· Business communications

· Legal terms and definitions of modern office procedures

· Public relations

· Supervisory principles and practices

Skills in

· Attention to detail

· Interpersonal skills

· Verbal communication

· Active listening

· Advanced computer skills which enable the individual to create, update and revise databases used to track the status and deadlines associated with legal files

· Managing and developing a team

Ability to

· Supervise the work of others

· Prepare complex legal documents and forms

· Deal with the public; to exercise judgment in interpreting and applying rules, laws and policies concerning the preparation and filing of legal documents

· Handle confidential work with tact and discretion

· Communicate effectively, both orally and in writing

· Establish effective working relationships with others

MINIMUM QUALIFICATIONS

Education and Experience requirements at this level consist of

· A bachelor’s degree in business/public administration, law, or closely related field, PLUS two years of legal support experience or closely related work

· OR an equivalent combination of qualifying education and/or qualifying experience, substituting one year of experience in legal support or closely related work for each year of the required education

PREFERENCE STATEMENT

Preference may be given to applicants who are proficient with Microsoft Office Suite, including Excel, Outlook, Word, PowerPoint and Teams.

SPECIAL REQUIREMENTS

Core work hours for the Tulsa office of the Oklahoma Tax Commission are Monday through Friday, 8:00 a.m. to 5:00 p.m. This schedule may require minor flexibility based on the needs of the agency.

Telework may be required based on the needs of the agency, division, and section. If applicable, applicant must be willing andable to work BOTH on-siteand telework at an off-site location, generally in the applicant’s home. Applicant must have a secure internet connection and a dedicated telephone (landline) or smart phone device during scheduled working hours.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.