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Paralegal/Executive Assistant

3 months ago

Pagosa Springs, United States Archuleta County Full time
Job DescriptionJob Description

JOB SUMMARY:

This position is responsible for performing a variety of complex and sensitive legal document preparation and legal research for the County Attorney's office, County Administrator and Board of County Commissioners.

ESSENTIAL FUNCTIONS:

The following statements are illustrative of the essential functions of the job and do not include other nonessential or peripheral duties that may be required. The administration retains the right to modify or change the duties or essential functions of the job at any time.


Paralegal Duties

Assists with incoming telephone calls and refers calls to the appropriate party; responds to inquiries and determines which matters can be handled independently; maintains appointment calendar for the County Attorney.

Prepares legal documents; assists in preparing for hearings and trial; effects legal research; all of which includes: drafting legal documents and legal memorandums; drafting correspondence; interviewing witness; and preparing transcripts.

Prepares a variety of correspondence, memos, reports, minutes, and legal documents using correct legal formatting and terminology from drafts or general instructions; prepares and finalizes briefs and more complex legal documents using proper citations and tables of authority; proofreads work for legal requirements, format consistency, grammatical accuracy; organizes finished materials for review and distribution.

Oversees the compilation and organization of all legal documents, exhibits, excerpts of record, and other assorted material and attachments for meetings, hearings, court filings, and trial.

Organizes and manages case schedules and assorted logs for tracking time lines, projects, and reports; provides information, updates, and recommendations to the County Attorney on various administrative issues; coordinates meetings with various departments and schedules conference calls; makes travel and hotel reservations for the County Attorney to attend various functions; registers and confirms attendance at seminars and conferences; prepares and organizes materials for attorney presentations.

Oversee the establishment and organization of all office files and reference material and classifies materials for filing, retrieval, retention, and storage.

Performs research using all appropriate resources.

Responsible for the updating and maintenance of the law library and the ordering of new books and tracking of all updates and supplements.

Drafts numerous forms of transactional documents including easements and deeds.

Participates with the County Attorney in preparing the budget and monitoring all department expenditures; creates purchase orders for all office accounts; processes bills and invoices for payment on department accounts; tracks account status; follows up on all changes to accounts, such as addendums, budget adjustments, and staff reimbursements; provides account status updates to County Attorney when requested.

Makes arrangements for programs, events or conferences; reserves meeting facilities; coordinates speakers; maintains event budget.

Coordinates travel arrangements; makes reservations; determines cost impact for budget purposes.

Coordinates and schedules appointments, meetings, or reservations at the request of the Attorney; prepares the location, photocopies materials and prepares agendas.

May deal with sensitive and confidential personnel matters at the direction of senior level staff and/or the Attorney.


Executive Assistant Duties

Performs executive clerical support for the County Administrator and Board to include preparing and typing a variety of forms, letters, and documents, proofreading, data entry and retrieval, and faxing, copying, and processing in/outgoing mail.

Composes routine correspondence, documents and other material requiring judgment as to content, accuracy and completeness. Edits and type's letters and documents from draft.

Prepares and processes various documents, applications, reports, and other materials in support of department operations.

Provides complex administrative and clerical support to the County Administrator and BoCC.:

  • Assists in the preparation of BoCC meeting packets by verifying the timely delivery of information for each agenda item.
  • Reviews and formats submissions for completeness and accuracy.
  • Monitors workflow of agenda submissions to ensure timely approval from the Finance Director, County Attorney and County Administrator.
  • Posts, notices and distributes agenda according to statutory requirements and County Policy.
  • Draft Resolutions. Distribute signed resolutions to the County Clerk and Recorder for official recording.

Acts as primary staff member for the Marijuana Board. The position processes and issues permits, licenses, or related documents/materials on behalf of the Marijuana Board.

Acts as the primary staff member for the Archuleta County Board of Equalization (BOE). The position assists in the scheduling and processing of property tax protests and performs the processing of all materials associated with the BOE.

Maintains Administration records and filing systems, both manual and automated. Creates, updates, and maintains files and records pursuant to department and County policies and procedures.

May provide lead or supervisory accountability for subordinate clerical employees, temporary staff, and/or volunteers within work unit, which may include scheduling, coordinating, assigning and reviewing work, instructing/training in work methods, and providing input into hiring and performance evaluation processes.

May deal with sensitive and confidential matters as the direction of the County Administrator.

Participates in various committees and boards related to program activities and responsibilities.



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