Legal Operations Manager

JOB SUMMARY

Manages the operations of the Legal Department by developing, presenting, implementing and maintaining processes that coordinate and improve the efficiencies of the department and timely resolve problems to accomplish needed tasks. Serves as a strategic partner with the Chief Legal Officer to fulfill internal client needs and acts as a liaison with other Sewer District departments. Responsible for managing performance of the daily administrative and support operations of the department. Assists Department staff with proper management of electronic files/documents and works with Information Technology (IT) to maintain and optimize the Department's electronic files platform. Performs other duties of a similar nature as required.

ESSENTIAL FUNCTIONS

- Establishes and develops collaborative working relationships with department personnel and other Sewer 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. Develops electronic or other technical solutions to resolve issues and improve efficiencies.

- 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, implementation of procedures and managing or assisting with Department records management, payroll, travel, collection and reporting of statistics and training and performance needs and functions.

- Acts 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 department administrative staff in the timely preparation and review of minutes for Sewer 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 Sewer 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 Sewer District departments to analyze needs and provides guidance in the total lifecycle of records including the set up 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 Sewer District policies and procedures and is responsible for managing the 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 Sewer District policies and procedures. Trains or facilitates training of department staff in the use of Sewer District systems including electronic file management, automated payroll, travel and other systems. Develops operating procedures, manuals, forms, systems and other materials describing department or Sewer District procedures and standards and may coordinate or provide department or Sewer 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.

- Provides required performance or management of professional services on assigned special projects.

- Performs other duties of a similar nature as required.

MINIMUM JOB REQUIREMENTS

EDUCATION

- Candidate must possess a bachelor's degree in Business Management, Operations Management, Public Administration, Legal Administration, English, Political Science or a related field.

- Equivalent combination of relevant education and experience may be substituted as outlined in the Education Equivalencies Policy.

EXPERIENCE

Candidate must possess five (5) years of professional business experience with a preference for work experience in a legal or government environment, involving office management, workflow management, project, file and personnel management. Supervisory or management experience is preferred.

OTHER REQUIREMENTS

LICENSURE AND CERTIFICATIONS

Candidate must possess a valid driver's license with a driving record in accordance with the Sewer 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 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.

PHYSICAL AND MENTAL REQUIREMENTS

During the course of performing the essential functions of this position, the employee must be able to analyze, communicate, comprehend, coordinate, make decisions, possess general intelligence, interact, interpret, negotiate, organize, problem solve, have resilience and perform tasks. Physical work will need to be performed, such as bending, climbing, crouching, driving, kneeling/squatting, reaching, sitting, standing, talking, typing and walking. Repetitive movements will need to be performed such as fine manipulation with both hands. Ability to lift from floor to waist up to 10 lbs. on a frequent basis and up to 40 lbs. on an occasional basis may be necessary. Position will require visual demands of accommodation, color vision, far acuity and near acuity. Ability to withstand faint to moderate noise exposure for fifteen minutes or longer on an infrequent basis is required.

Pay Range: USD, Commensurate with Experience

Legal Operations Manager: $72,700 - $90,875

Our Equal Employment Opportunity Statement

Our Accessibility Statement

Our Education Equivalencies Policy

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), Flexible Spending Accounts, Employee Assistance Program, Free Parking at our facilities, Corporate Discounts, and more! We also have an active Health & Wellness Program that promotes a life/work balance.

NEORSD supports the use of hybrid work as a way to help attract and retain talented individuals in public service, increase worker productivity and better prepares the agency to operate during emergencies. This position may be authorized for hybrid work. hybrid eligibility will be discussed during the interview process.

DISCLAIMER: The information outlined in this job description indicates the general nature and type of work performed by employees within this classification. It is not intended to provide a comprehensive inventory of all duties, responsibilities or competencies required of employees within this classification.