The person in this position provides legal administrative support for the City Attorney and the Staff Attorney. This position manages case files, prepares and mails correspondence, prepares pleadings and documents for filing in various courts, assists in compiling documents and information responsive to discovery and open records requests, arranges copying and mailing, conducts preliminary contract reviews, assists in contract management, and performs other administrative functions as assigned.
ESSENTIAL JOB FUNCTIONS
- Maintain strict confidentiality
- Prepares correspondence, memorandum, status reports, and legal transactional documents, including proofreading as requested
- Communicates (verbally and in writing) with city staff regarding Legal Department matters as the need arises
- Provides documents and information from Human Resources department and affected departments that are requested by outside counsel
- Coordinate with the clerk’s office to ensure that clerk’s office receives a fully executed contract, exhibits, and attachments required by state and federal law
- Maintains contract tracking list and assist with contract analysis
- Drafts complaints and associated documents for abatement proceedings
- Performs preliminary review and request contract revisions pursuant to legal standard operating procedures and checklists
- Assists with the preparation of real estate transaction documents and the organization of closing documents
- Opens new files and maintain all client and general files; conducts periodic review of files for compliance with record management policy; prepares files to be closed
- Receives and handles as appropriate telephone inquiries from the public; receives visitors; maintains good public relations with clients; meets with people in difficult or controversial situations
- Prepares discovery responses, which include gathering information and documents from various departments and determining which information and/or documents are responsive to discovery requests
- Maintains and protects attorney-client privileged communications
- Assists with legal research in litigation, real estate, and regulatory matters
- Attends council meetings and departmental meetings as required
- Assists with preparations for council meetings by assisting with the preparation of ordinances and resolutions and assisting as otherwise directed
- Files pleadings and other legal documents in court as requested
- Assists in the RFP process
- Supports the development of workflow and procedures documents
- Prepares copies, and faxes or mails a variety of legal documents and correspondence
- Research projects as directed
- Performs other related duties as required
MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS
Requires an Associates degree or certification from a paralegal or legal assistant program. One (1) year of experience in an administrative role or an equivalent combination of education and experience.
Prefers a Bachelor’s degree or certification from a paralegal or legal assistant program. Three (3) years of experience in an administrative role or an equivalent combination of education and experience.
KNOWLEDGE, SKILLS AND ABILITIES
- Knowledge of modern office practices, methods, equipment, and standard clerical procedures.
- Knowledge of or ability to learn the department's rules, regulations, policies, and procedures.
- Knowledge of all municipal functions, contacts, and activities of various departments.
- Knowledge of use of proper grammar and spelling.
- Skill in operating a computer.
- Skill in oral and written communication.
- Skill in time management, organization, and people.
- Ability to learn, understand and apply the concepts, practices and procedures of the department.
- Ability to pay close attention to details.
- Ability to handle several projects simultaneously.
- Ability to understand and follow quickly and accurately oral and written instructions.
- Ability to prepare clear and concise reports and maintain accurate records. Ability to maintain alphabetical and chronological files.
- Ability to work independently without specific instructions.
- Ability to establish and maintain effective working relationships with City employees and the general public.
- Ability to provide excellent customer service to employees and vendors in person and by telephone.
- Ability to maintain complex records.
- Ability to have good judgment, tact and professionalism.
- Ability to multi-task with frequent interruptions.
The work requires standing, walking, sitting, lifting up to 40 pounds, carrying, pulling, climbing, balancing, stooping, kneeling, crouching, reaching, handling, speaking, hearing, and seeing.
The work is typically performed in an office environment.