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Legal Administrative Assistant

4 months ago

Fort Wayne, United States Allen County - IN Full time

Your application is the primary tool we use to evaluate your qualifications for the posted position. Be sure to accurately and completely fill out the application in its entirety. You may attach a resume, but you are not required to do so. Be sure to save your application when you have completed the process and click on the submit button to send the application to us. If you are applying for more than one position with the County, you will need to complete and submit a separate application for each of the positions for which you wish to apply. You will receive an e-mail notification that your application has been received. Due to the large number of applications the County receives on a daily basis, no other communication will be made until such time that the Department makes a decision on which applicants they wish to interview.

Thank you and good luck with your job search

Department: Commissioners' Office FLSA Status: Non-exempt

Classification/Level: Office, B-5 Date: 05/2024

Under the direction of the County Attorney, the Legal Administrative Assistant provides a variety of routine to complex legal office support to the legal staff of the Board of Commissioners. Basic duties may include receptionist tasks, typing, word processing, recordkeeping, and filing. Specific duties include, among other things, receiving, responding to, and indexing tort claims; tracking litigation; providing assistance with public records requests; and communicating with other County departments and the public. This position also assists the County Attorney in carrying out ADA/Title VI Coordinator functions. Duties require adherence to confidentiality requirements, excellent communication skills, and the use of empathy and tact. This position is Covered, as defined by the Board of Commissioners of the County of Allen Employee Handbook.

ESSENTIAL FUNCTIONS:

* Efficiently track and update tort claim and litigation-related information.
* Prepare legal documents related to ordinance violations and unsafe buildings, and track the status of cases.
* Compile data from multiple sources to prepare documents and forms in accordance with directives or established procedures.
* Receive and screen telephone calls and communications, and take messages; provide information regarding County legal matters and functions to the public and other staff, which may require the use of tact and discretion or the interpretation of policies, procedures, or guidelines; maintain confidentiality of information.
* Compose and type standard business correspondence from brief instructions, and prepare correspondence, reports, forms, etc., from drafts, notes, dictated media, or brief instructions.
* Establish and maintain office and case files; research and compile information from such files; close and purge files in accordance with established procedures.
* Proofread and check typed and other materials for accuracy, completeness, compliance with departmental policies, and correct English usage, including grammar, punctuation, and spelling.
* Ensure legal documents are accurate, complete, and submitted within required timeframes.
* Review and analyze public records requests, and facilitate the retrieval and organization of responsive records as appropriate.
* Assist in maintaining the Allen County employee handbook.
* Assist in cataloging worker's compensation accident claims and liabilities associated with risk management.
* Perform all other duties as assigned, including overtime as required.

REQUIREMENTS:

* High School Diploma or GED required
* Six (6) years of progressively responsible professional administrative experience, or
* Demonstrated training, education, or work experience that provided an opportunity to perform a variety of clerical and/or administrative support assignments requiring use of discretion and judgment, preferably within a legal environment

REQUIREMENTS (Continued):

* Knowledge of standard office practices and procedures, including filing and the operation of standard office equipment
* Knowledge of data processing principles and proficiency using Microsoft Office programs
* Knowledge of business letter writing, including correct English usage, spelling, grammar, and punctuation, and knowledge of basic business arithmetic
* Ability to maintain strict confidentiality
* Exceptional organizational skills, with a keen eye for detail and accuracy
* Leadership skills, including the ability to work independently without constant direction
* Strong computer skills with the ability to use Microsoft Office and other job-related software
* Proficient in using software tools, especially Excel, for creating and managing detailed spreadsheets
* Ability to understand and carry out oral and written instructions accurately
* Ability to use initiative and sound independent judgment within established guidelines

PERFORMANCE EXPECTATIONS:

The Legal Administrative Assistant performs various administrative tasks. Initiative, discretion, and judgment are required in addition to knowledge and understanding of basic office procedures and duties.

RESPONSIBILITY:

The Legal Administrative Assistant performs varied and complex executive and administrative tasks. Excellent written and verbal communication skills are required to compose documents and communicate effectively with a variety of people. Discretion and confidentiality must be maintained at all times.

PERSONAL WORK RELATIONSHIPS:

The Legal Administrative Assistant frequently engages in communication and collaboration with County departments, elected officials, department heads, attorneys, and the general public. The primary objective of these interactions is to provide information and assistance, and to ensure compliance with legal standards.

WORKING CONDITIONS:

The Legal Administrative Assistant works in a standard office setting with frequent sitting and the ability to move about freely. The role involves some lifting of up to twenty pounds, bending, pushing/pulling, reaching overhead, and kneeling. Frequent monitoring of equipment, detailed inspection, and proofreading are required, along with very frequent mental/visual effort, typing, and attention to detail. The Legal Administrative Assistant is sometimes exposed to noise.

SUPERVISION:

The incumbent has no supervisory authority.

LICENSING:

None required.

IMMEDIATE SUPERVISOR:

County Attorney

HOURS:

Monday - Friday; 8:00 am - 4:30 pm; 37.5 hours/week

EEO CATEGORY:

0106

WORKERS'S COMP CODE:

8810

We are an Equal Opportunity Employer (EEO). Accordingly, all qualified applicants will receive consideration for employment without regard to race, color, religion, creed, gender, age, disability or medical condition, national origin, and veteran status, and all other categories protected by federal, state, and local anti-discrimination laws. Reasonable accommodations for persons with a known disabling condition will be considered in accordance with State and Federal Law.

If hired, you must provide proof of educational attainment at New Hire Processing or during the interview process.

Other details

* Job Function Other
* Pay Type Hourly
* Min Hiring Rate $43,251.00

Apply Now

* Commissioners, 200 E. Berry St., Fort Wayne, Indiana, United States of America