Paralegal 3

JOB DESCRIPTION

*To move forward in the recruiting process ALL External applicants are required to:

·         Attach a current Resume;

·         Attach a Cover Letter;

·         Contact Information for Three Professional References; and

·         Attach copies of official undergraduate/graduate transcripts (unofficial will suffice until official transcripts are received).

The mission of the Georgia Emergency Management and Homeland Security Agency (“GEMA/HS”) is to serve the citizens of the State of Georgia by coordinating the State’s preparedness, response, and recovery efforts to disasters. As part of the Office of the Governor, GEMA/HS operates under the authority of the Emergency Management Act of 1981. GEMA/HS works with local, state, and federal governments, in partnership with the private sector and faith-based community, to prevent and respond to natural and man-made emergencies. In addition, GEMA/HS employees are on 24-hour call statewide to assist local authorities when disaster strikes. Visit our Agency’s website for more details.

POSITION SUMMARY:

The GEMA/HS paralegal provides administrative, organizational, drafting, and research support to the General Counsel. The paralegal receives, analyzes, and responds to requests for available, releasable department records related to administrative, operational, and emergency matters within the required deadlines established by state law. The paralegal receives reviews, analyzes, and provides information and updates to requestors and other stakeholders. Computer proficiency required.

DUTIES AND RESPONSIBILITIES:

The primary duties include, but are not limited to:

• Under the supervision of the General Counsel, the Paralegal reviews and analyzes open record requests from the public, attorneys, the media, and other parties. Corresponds with GEMA/HS division administrators, outside vendors, and requesting parties to coordinate fulfillment of Open Records Act requests. Maintains organization of all requests and records. Coordinates responses to requests for production of documents and other legal requests. Reviews records for potential exemptions. Processes and tracks payments for Open Record Requests.

   

   

• Provides administrative support to General Counsel including but is not limited to compiling, preparing, and distributing meeting materials and taking meeting notes; maintaining records and files; preparing research data; drafting correspondence or other materials as requested by General Counsel; scheduling and confirming meetings; making travel arrangements; and managing procurement of office supplies. 

   

   

•  Performs specialized and confidential support duties to aid the General Counsel with legal matters related to employment litigation and Equal Employment Opportunity Commission (EEOC) matters, including assisting with investigations of internal and external employee complaints, fact finding, witness interviews, and document requests.

   

   

• Conducts thorough legal research on disaster recovery and emergency management laws, regulations, and federal guidelines Analyzes and summarizes findings for attorney review.

   

   

• Reviews written responses for grammatical and spelling errors and performs Blue Book citation checks on documents prepared by General Counsel.

   

   

• Maintains and organizes records, contracts, and state and federal documents including keeping the General Counsel up to date on upcoming deadlines.

   

   

• Typing of correspondences, briefs, pleadings, forms, agreements, memoranda, and administrative orders from handwritten notes or dictation.

   

   

• Prepares PowerPoint presentations and other training material as requested by General Counsel.

   

   

• Helps General Counsel review various policies for legal and ethical sufficiency and revises accordingly.

   

   

• Assists General Counsel with the Legislative Session, including research, bill tracking, and hearing and committee meeting preparation

   

   

• Performs other related duties as assigned.

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this title, and therefore may not include all job duties performed by persons on this job title.

TECHNICAL COMPETENCIES

·         Knowledge of the Georgia Open Records Act.

·         Knowledge of general employment, anti-discrimination law, and state and federal EEOC procedure;

·         Knowledge of the Stafford Act, 42 U.S.C. §§ 5121-5207 (implemented by 44 C.F.R. § 206.36).

·         Knowledge of legal forms and legal terminology.

·         Knowledge of agency vendors, customers, etc.

·         Intermediate to advanced Word and Excel and basic Access skills.

·         Ability to coordinate tasks with internal and external parties.

·         Ability to organize documents, forms, and data.

·         Ability to use agency-specific software applications.

·         Ability to communicate both orally and in writing.

·         Ability to understand governmental organizations and operations.

·         Ability to gather and interpret regulatory provisions and present findings.

·         Knowledge of program regulations, policies, and procedures.

·         Strong data entry and typing skills.

·         Customer service skills

MINIMUM QUALIFICATIONS:

A paralegal certificate, diploma or degree, OR An associate’s degree (non-paralegal) and 1 year of paralegal experience, OR Three years of documented paralegal experience; AND the ability to type, exhibits high level of attention to detail, and strong communication skills.

PREFERRED QUALIFICATIONS:

Certified Paralegal (CP) or Certified Legal Assistant (CLA) certification recognized by the ABA or Georgia State Bar, and three years of paralegal experience 

·         Experience working in state government.

·         Proficient in the use of Microsoft Office Suite.

·         Current commission as a notary public and/or willingness to obtain notary public commission

·         Strong organizational and time-management skills

·         Strong written and verbal communications skills

ESSENTIAL FUNCTIONS

·         Act in a manner that reflects positively on GEMA/HS by being professional, courteous, responsive, and helpful at all times.

·         Carefully analyze problems, questions, and issues to identify, evaluate, and implement appropriate resolution.

·         Independently establish and monitor deadlines to ensure timeliness of completion of critical tasks, and other issues.

·         Strong oral and written communication skills and excellent interpersonal skills and teamwork skills are essential.

WORK ENVIRONMENT

Work is performed primarily in office, regular business hours Monday through Friday. The following factors contribute to creating stressful and demanding working conditions:

·         high volume of work;

·         deadlines required by state and federal law; and

·         irregular hours when emergencies or disasters occur, including potential weekends and holidays.

ADDITIONAL INFORMATION:

A criminal background check is completed on all candidates; employment is also contingent upon the completion and satisfactory results of the background investigation. Candidates strongly considered for the position will also be required to submit an employment background check waiver.

The Georgia Emergency Management and Homeland Security Agency does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or services.

Due to the volume of applications received, we are unable to provide information on application status by phone or e-mail. All applicants will be considered, but may be screened for the preferred qualifications of the position, and may not necessarily receive an interview. Applicants who are not selected will not receive notification.

Qualifications - External

High school diploma/GED and three (3) years of experience in a legal setting using computer software; or one (1) year of experience required at the lower level Legal Secretary 2 (LET021) or position equivalent.