Legal Administrative Assistant

Legal Administrative Assistant (240009VW)

Organization: Opportunities for Ohioans with Disabilities

Agency Contact Name and Information: Sarah Baty, OOD.TalentAcquisition@ood.ohio.gov

Unposting Date: Oct 10, 2024, 11:59:00 PM

Work Location: 150 OOD Cmplx - 150 East Campus View Boulevard, Columbus, OH 43235-4604

Primary Location: United States of America-OHIO-Franklin County-Columbus

Compensation: $25.76/hour (unless required by legislation)

Schedule: Full-time

Work Hours: 8:00AM - 5:00PM M-F

Classified Indicator: Classified

Union: Exempt from Union

Primary Job Skill: Administrative Support/Services

Technical Skills: Basic Documentation, Regulatory Compliance, Scheduling, Clerical & Data Entry, Administrative support/services

Professional Skills: Analyzation, Attention to Detail, Customer Focus, Problem Solving, Confidentiality

Agency Overview

Opportunities for Ohioans with Disabilities (OOD) empowers Ohioans with disabilities through employment, disability determinations, and independence. Our agency works with partners in businesses, education, and non-profit organizations to facilitate customized employment plans for Ohioans with disabilities; helps Ohio companies recruit and retain employees with disabilities; and is the sole agency determining medical and vocational Social Security Disability Insurance (SSDI) and Supplemental Security Income (SSI) programs in Ohio. We help connect the people of Ohio who have disabilities with the resources, support, and opportunities that fit their unique needs, abilities, and interests so that they can find and retain meaningful employment. To learn more about what we do, please visit our website at ood.ohio.gov.

 Follow us on social media @OhioOOD!

Job Description

Legal Administrative Assistant Position Overview

Are you an organized professional who can manage multiple tasks with precision, skilled at handling confidential information with discretion, and a problem-solver who works independently to make sound decisions? Do you have proficiency in office software, experience managing legal or administrative records, and excel in both written and verbal communication?  Join our Legal Services Division as a Legal Administrative Assistant! This key role supports the Chief Legal Counsel and legal staff by handling non-routine administrative tasks, public records requests, and coordinating office functions. You will work independently, exercising judgment in handling sensitive information, and ensuring smooth communication between departments and external parties. Apply today and be part of a team that values inclusiveness, collaboration, and professionalism!

Most positions offer the flexibility of a hybrid schedule that combines working from home with regular in-office and/ or community presence. In-person work requirements may change for training, meetings, and other operational needs. Employees must reside at a location that allows for reasonable response time to workplace reporting requirements. 

Legal Administrative Assistant Duties

• Collate, consolidate, review public records and respond appropriately to requestors.
• Use record collecting software and work with OOD staff to obtain records within OOD custody.
• Knowledge of and strict adherence to OOD’s confidentiality rules and policies.
• Independently prepares correspondences and reports.
• Monitors legal inboxes—receiving, opening, distributing incoming emails and mail.
• Submits purchase orders, reviews invoices, and works within OhioBuys.
• Point of communication for the Division of Legal Services.
• Exercises independent judgment in working with staff and external parties to ensure proper and professional correspondence.

A Successful Legal Administrative Assistant Has

• Ability to work and reason independently to solve everyday issues that arise.
• Superior organizational skills.
• Strong interpersonal skills and embraces team mentality.
• Honors diversity and fosters inclusiveness.

Classification: Administrative Professional 4

Division of Legal Services Overview

The Division of Legal Services serves within the administrative branch of the agency providing legal services and support. Areas under the division include Litigation, Ethics, Legal Agreements, Record Management, Public Records, Administrative Rule Filing and Participant Appeals and Grievances.

Diversity, Equity, Inclusion, and Accessibility (DEIA) Mission Statement

OOD is deeply committed to diversity, equity, inclusion, and accessibility (DEIA) and is actively engaged in continual DEIA improvement. OOD is amongst the top-ranked state agencies implementing DEIA planning and programming into businesses operations and services. We strive to hire, sustain, and promote a workforce that not only embraces this mission but is also reflective of the rich diversity of the Ohioans we serve. OOD is intentional in cultivating an inclusive, diverse, equitable, and accessible environment where all voices are heard, respected, and valued, as demonstrated by the way we treat all individuals.

If you require an accommodation based on a disability for any step of the selection process, please contact OOD.DiversityandInclusion@ood.ohio.gov so proper arrangements can be made. Opportunities of Ohioans with Disabilities is an Equal Employment Opportunity Employer.

Applications and Selections

Please ensure your online application clearly indicates how you meet minimum qualifications (MQs). Applications that fail to demonstrate how they meet minimum qualifications will not be considered. If you meet MQs due to college courses, a degree, and/or relevant licensure, you must submit a copy of your unofficial transcript by the posting deadline by attaching directly on the Additional Attachments section of the application (Step 7) or via email to OOD.TalentAcquisition@ood.ohio.gov.

“See resume” is not a substitution for completing supplemental questions. Answers to the supplemental questions must be supported by the work experience/education sections of the application.

Applicants can check their application status and all vacancy-related email correspondence on “My Jobpage.” On the Careers.Ohio.Gov job search webpage, once signed in the link to My Jobpage is displayed under the TeamOhio logo. Applicants who require technical assistance (e.g., issues logging in or other system-related issues) should contact careers@ohio.gov. 

The selection process consists of an online assessment and a remote structured interview. All communications are sent via email. Candidates should make sure their account contains an email address that is checked regularly including checking junk and/or spam.

Background Check

The final candidate selected for the position will be required to undergo a criminal background check. Criminal convictions do not necessarily preclude an applicant from consideration for a position. An individual assessment of an applicant’s prior criminal convictions will be made before excluding an applicant from consideration. 

Why Work for the State of Ohio

At the State of Ohio, we take care of the team that cares for Ohioans. We provide a variety of quality, competitive benefits to eligible full-time and part-time employees*. For a list of all the State of Ohio Benefits, visit our Total Rewards website! Our benefits package includes:

• Medical Coverage
• Free Dental, Vision and Basic Life Insurance premiums after completion of eligibility period
• Paid time off, including vacation, personal, sick leave and 11 paid holidays per year
• Childbirth, Adoption, and Foster Care leave
• Education and Development Opportunities (Employee Development Funds, Public Service Loan Forgiveness, and more)
• Public Retirement Systems (such as OPERS, STRS, SERS, and HPRS) & Optional Deferred Compensation (Ohio Deferred Compensation)

*Benefits eligibility is dependent on a number of factors. The Agency Contact listed above will be able to provide specific benefits information for this position.

Qualifications

-30 months experience or 30 months training in secretarial/administrative professional field.

-OR completion of associate core coursework in secretarial science or business office applications from accredited career school or community college AND 12 months experience in secretarial/administrative professional field.

-OR 12 months experience as Administrative Professional 2,16872. 

-OR equivalent of education and/or experience per Minimum Class Qualifications noted above.

Job Skills: Administrative Support/Services, Basic Documentation, Clerical & Data Entry, Scheduling, Regulatory Compliance, Analyzation, Attention to Detail, Customer Focus, Problem Solving, Confidentiality

ADA Statement

Ohio is a Disability Inclusion State and strives to be a model employer of individuals with disabilities. The State of Ohio is committed to providing access and inclusion and reasonable accommodation in its services, activities, programs and employment opportunities in accordance with the Americans with Disabilities Act (ADA) and other applicable laws.

Drug-Free Workplace

The State of Ohio is a drug-free workplace which prohibits the use of marijuana (recreational marijuana/non-medical cannabis). Please note, this position may be subject to additional restrictions pursuant to the State of Ohio Drug-Free Workplace Policy (HR-39), and as outlined in the posting.