Legal Administrative Assistant

Legal Administrative AssistantAre you ready to play a pivotal role at the heart of the City's Legal Department? We're looking for a dynamic professional to manage high-level administrative and legal functions, support senior legal staff, and lead key departmental projects with precision and discretion. If you thrive in a fast-paced environment where confidentiality, legal expertise, and independent judgment are valued, this is your opportunity to make a meaningful impactJOB SUMMARY: Manages administrative functions of the Legal Department. Performs complex and confidential administrative management tasks for the City Attorney and other senior Legal staff. Coordinates all activities of major projects and legal department processes. Performs a variety of complex paralegal, technical, and clerical tasks in support of the civil division of the City's Legal Department, requiring independent judgment in applying knowledge of legal processes, legal standards, and contracting principles applicable to multiple City functions. Work requires a high degree of confidentiality and discretion. Serves as Legal Departmental Public Records Coordinator.SALARY AND BENEFITS: This position will start at Step 1 ($34.60/hour). This position is a .75 FTE (30 hours/week). Employees receive step increases in accordance with the E-Team Handbook and City policy. The full hourly range for this position is $34.60 - $42.06. For internal candidates, placement within the range is based on City Pay Placement Procedures. This on-site position in the Legal office is scheduled for 30 hours per week (.75 FTE), typically 5 days per week, 6 hours per day. Some flexibility may be available, and the schedule could vary depending on work assignments.At the City of Bellingham, we offer a comprehensive benefits package that helps you thrive in both your career and personal life. Join our team and enjoy peace of mind knowing that you and your loved ones are well cared for. Here's a closer look at the outstanding benefits that come with being part of our team. You can find more details on our employment benefits page and labor agreements page.13.33 hours (based on 1.0 FTE) of vacation leave per month (will be pro-rated based on assigned FTE)12 paid holidays + 1 floating holiday per year40 hours of sick leave upon hire + 8 hours accrued monthly (will be pro-rated based on assigned FTE)Medical, dental, and vision insurance for employees and their familiesLife insurance and long-term disability coverageFlexible spending accounts and medical insurance opt-out programAccess to an Employee Assistance Program (EAP)Washington State Retirement plan (DRS) for retirement securityOptional 457 deferred compensation savings plan and 401(a) Retirement Savings Plan with employer matchLeave accruals are based on 1.0 FTE, accruals are pro-rated if part-time and require employees to be in paid status at least 120 hours/month.ESSENTIAL FUNCTIONS:Plans and performs complex administrative legal office coordination and provides high level administrative support to the City Attorney and Senior Assistant City Attorneys.Serves as Legal Departmental Public Records Coordinator. Under the direction of the Senior Assistant City Attorney assigned as the Public Records Act legal advisor, reviews and redacts exempt information in accordance with applicable exemptions. Gathers and reviews information necessary to fulfill public records requests for the Legal Department and other areas, as assigned. Stays apprised of legal requirements related to the Public Records Act.Coordinates the preparation of the annual department budget and claims and litigation budget. Monitors and reconciles budget expenditures and processes invoices for payment. Provides data on expenditures and program objectives and results. Coordinates the annual renewal of City insurance programs and policies.Receives and responds to a variety of inquiries, concerns and complaints. Screens and refers calls and visitors as appropriate. Assists the public as needed through explanation of departmental or legal processes, making appropriate referrals for services.Acts as records manager for Legal Department; maintains and updates office filing systems, routines, forms and record-keeping systems, responsible for sending/retrieving archival materials and electronic records management. Tracks, processes, and supports review of all contracts, bond, or other legal documents that come into the Legal Department for signature.Performs specialized administrative, clerical, and paralegal services in support of all phases of litigation and case management for assigned attorneys.Drafts a wide variety of documents including legal notices, answers, motions, orders, discovery, exhibits, trial documents, correspondence, ordinances, resolutions, and other specialized documents for attorney review and signature.Performs legal research such as checking citations to authority and a formal record and verifying proper procedures as assigned.Acts as City's liaison with Code Publishing Company (CPC) to coordinate maintenance of the Bellingham Municipal Code (BMC) and resolves questions that arise from CPC in the process of codifying the BMC. Uploads all ordinances and resolutions to CPC for inclusion into the BMC, and for inclusion into the Ordinance and Resolution tables maintained by CPC.Maintains and processes departmental personnel and payroll records. Reviews, codes and enters time sheets; processes personnel actions; coordinates recruitment processes with Human Resources; and monitors performance evaluation dates.Handles seminar and conference registration for staff and makes travel arrangements as needed. Coordinates departmental scheduling including appointments, meetings, and filing deadlines for attorneys. Acts as liaison with clients or staff in other departments, agencies or jurisdictions.Maintains inventories and determines need for supplies and equipment. May research information needed for purchasing decisions.May provide instruction and training to support staff, temporary help or interns.Provides back up to the Paralegal position as necessary, including discovery and trial preparation, service of pleadings, and filings with courts and agencies. Performs work on special projects/assignments that may be outside the normal area of assignment, as directed.Handles and maintains highly sensitive and confidential data with discretion and professionalism.ADDITIONAL WORK PERFORMED:Performs other related work of a similar nature and level.WORKING ENVIRONMENT: Work is performed in an office setting that includes a customary range of noise and other distractions, and low everyday risk working around standard office equipment. May experience frequent interruptions. May work for extended periods of time at a computer workstation. This is a sedentary position with minimal physical exertion requirements.Physical ability to perform the essential functions of the job, including:Frequently operate a computer and other office machinery such as a keyboard, mouse, phone, and fax machine;Frequently communicate accurate information and ideas with others;Move between work sites;Occasionally, transport objects weighing up to thirty 30 pounds.EXPERIENCE AND TRAINING: There are multiple pathways a candidate can meet the qualifications for the Legal Administrative Assistant through a combination of education and/or training.Two years of college coursework or vocational training in paralegal studies, office administration, or related field; ANDTwo years of experience in legal office management or a legal support role;ORFour (4) years of experience in legal office management or a legal support role.Keyboarding speed of 45 wpm net required.Word processing skills required.Municipal or other governmental experience strongly preferred.Electronic Document Management skills preferred.Basic Excel skills preferred.An equivalent combination of education and experience sufficient to provide the applicant with the knowledge, skill, and ability to successfully perform the essential job functions will be considered.NECESSARY SPECIAL REQUIREMENTS:Employment contingent upon passing a criminal background check.Notary Public License or ability to secure Notary certification.Verification of ability to work in the United States by date of hire.SELECTION PROCESS:You are encouraged to print a copy of this job announcement for your reference as the process moves along. Please ensure your application is complete and all required information has been provided. Standard completeness means all application fields (contact information, personal information, education, work experience, references, and supplemental questions). Application materials should comprehensively document your experience and skills related to the position responsibilities and experience/training requirements. As part of