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Description

SUMMARY OF DUTIES: The Legal Assistant/Clerk of Council is responsible for performing the duties and responsibilities associated with office operations for the Law Director, as well as all duties and responsibilities of the Clerk of Council. The Legal Assistant must possess legal research and writing skills, office skills, the ability to assume responsibility without direct supervision, the ability to exercise initiative and judgment, and the ability to make decisions within the scope of assigned authority.


Example of Duties

ESSENTIAL FUNCTIONS OF THE POSITION: Provide high-level and complex administrative and clerical support and research support services for the Law Director. Answer incoming phone lines, take messages, field routine/non-routine questions; manage the Law Director's schedule.

Process and file documents and handle confidential and sensitive information. Maintain central City files. Type correspondence including letters, memos, forms, etc.

Assist the Law Director in the handling and processing of City contracts. Collect necessary signatures, distribute copies, maintain contract records. Track contract activity and monitor for expirations and renewals.

Draft documents and organize files related to contracts. Assist the Law Director with the preparation of and response to Public Records Requests. Assist the Law Director in preparing (formatting, proof reading, copying) the ordinances and resolutions that the Law Director drafted using Word or Adobe Acrobat for the bi-weekly city council meetings.

Coordinate and administer City Council and Committee meetings. Prepare agendas, fill committee assignments and boards, update council list, call roll and track votes, publish and distribute signed legislation. Attend, record and prepare minutes of all City Council and City Council committee meetings.

Schedule and advertise special meetings and public hearings. Coordinate annual joint cemetery meeting. Prepare and distribute public notices.

Oversee codification and maintenance of ordinances with codification company and proof pilot copy. Coordinate and prepare documentation for the County (special assessments, levies, etc.). Accept filings for annexations and petitions.

Follow proper procedures for these filings and monitor progress. Coordinate appointments to boards and commissions. Accept communications for City Council and distribute accordingly.

Serve as custodian of official City records and certify, seal and attest to documents. Meet all job safety requirements and all applicable OSHA safety standards that pertain to essential functions. Demonstrate the ability to develop and maintain effective working relationships with supervisors, employees, co-workers, and the public.

Maintain regular and predictable attendance. OTHER FUNCTIONS: Remain informed of current developments and procedures pertinent to duties.

Perform other related tasks, duties, and responsibilities as required or assigned.


Qualifications

QUALIFICATIONS: An example of acceptable qualifications:Two-year associate degree or higher; paralegal certification and experience a plus; Municipal Clerk certification a plus; three to five years of senior level or executive level secretarial or administrative assistant experience; must maintain a valid Ohio Driver's License; must maintain or be able to acquire and maintain a valid Ohio Notary Commission; or any combination of education, training and work experience which provides the required skill sets to perform the essential functions of the job. LICENSURE OR CERTIFICATION REQUIREMENTS:Paralegal Certificate a plus, Municipal Clerk certification a plus; Notary Public - Preferred; National Incident Management System Training – Preferred. MINIMUM ACCEPTABLE CHARACTERISTICS: (

  • indicates developed after employment)Knowledge: Knowledge and understanding of City Charter and Codified Ordinances.
  • Knowledge of applicable division, department, and City policies, procedures, forms, systems, and rules;
  • applicable federal, state, and local statutes, ordinances, regulations; applicable safety requirements; relationships and responsibilities of relevant local, state, and federal governmental agencies.

Knowledge of modern office practices and procedures. Knowledge of Ohio Public Records Laws. Skill: Excellent verbal and written communication skills.

Understanding of legal language and principles, research methods, court pleadings and processes, and other related matters. Excellent interpersonal and customer service skills. Excellent organizational skills and attention to detail.

Excellent time management skills with a proven ability to meet deadlines. Strong analytical and problem-solving skills. Ability to function well in a high-paced and at times stressful environment.

Proficient with Microsoft Office Suite or related software. Ability: Develop and maintain effective working relationships with supervisors, employees, co-workers, and the public; complete work assignments efficiently and accurately; make decisions in accordance with applicable regulations and established policies; communicate effectively in oral and written form; exercise sound judgment; interpret and follow written and verbal directions; prioritize assignments and projects to ensure completion within established timeframes and by expected deadlines; identify information, materials, and resources needed to complete a project or assignment; analyze and evaluate situations accurately and thoroughly to determine and implement effective, appropriate courses of action. Ability to maintain confidentiality, and to exercise discretion and good judgment.



Supplemental Information

The City of Perrysburg is an Equal Opportunity Employer.
Due to the Public Records Laws in Ohio, properly redacted application materials cannot be kept confidential.