Legal Assistant

2 weeks ago

South Bend, United States City of South Bend Full time

Salary - $42,000-$47,000 annually_

***:The City of South Bend seeks an eager, motivated Administrative Assistant II/Legal Assistant to join its Department of Law. The Assistant performs a wide range of administrative and legal support tasks under general supervision for a municipal legal department. This position requires knowledge of the legal profession, as well as the ability and desire to:

- interact with the public, the media, and other constituent groups;
- produce an accurate and polished work product, including correspondence, legal documents, and business documents;
- manage a high volume of records, data, and information in an organized and efficient manner;
- work with and assist a dynamic team of legal professionals to achieve common goals and improve quality of service to the residents of the City of South Bend; and
- maintain complete confidentiality and professionalism in all matters pertaining to the City of South Bend

A high level of attention to detail and organization, multi-tasking and prioritization abilities, strong customer service and problem-solving skills, solid computer technology and Microsoft Office proficiency, and good character and interpersonal skills are all essential for success in this role. Applicants with a solid legal background, understanding of legal research and writing, and/or experience in a legal setting are strongly encouraged to apply.

As a leader and employee of the City of South Bend, you are called upon to serve in a manner that supports Our Core Values: Excellence, Accountability, Innovation, Inclusion, and Empowerment as you carry out our primary employee expectations: Champion Values & Organizational Pride, Champion Operational Excellence, Make Sound Decisions, Embrace Coaching and Accountability, Communicate with Excellence, Value Diverse People and Perspectives, Embrace Personal Development, Exhibit a Positive Attitude and Own Your Health, Wellness & Safety

**SUPERVISION EXERCISED**: Not applicable

**ESSENTIAL DUTIES AND RESPONSIBILITIES**:This list represents the types of duties required by the position. Specific duties will be assigned and rotated to ensure cross-training between administrative staff and coverage of all tasks as needed.
- Answers multi-line telephone system and greets clients and public; takes thorough and accurate messages and directs calls appropriately;
- Coordinates and manages numerous records related to collection efforts, interacting with outside and internal contacts appropriately and professionally.
- Handles cash payments and deposits in accordance with applicable regulations and procedures.
- Manages detailed financial records related to the City’s collections practices.
- Drafts correspondence and legal documents, including but not limited to complaints, answers, memoranda, briefs, contracts, resolutions, ordinances, and forms.
- Researches case law and applicable Indiana laws to assist attorneys with legal strategy and due diligence.
- Prepares meeting notices and agendas, takes meeting notes, and prepares written minutes.
- Maintains extensive files and records of legal documents, correspondence, and court case histories, utilizing electronic practice management system.
- Files documents in multiple courts electronically; communicates with court personnel as necessary.
- Prepares or assists with preparation of a variety of reports; organizes supplies and files; assists with other administrative team tasks as needed.
- Maintains attorney calendars, schedules, and follow-up systems.
- Processes incoming and outgoing mail.
- Recognizes processes in need of improvement, offers suggestions for improvement, and assists with implementation of improvements.
- Critical competencies include, but are not limited to, communication, critical thinking, accountability, problem-solving, time-management, and resourcefulness.

**NON-ESSENTIAL/MARGINAL FUNCTIONS**:Perform other duties and assume other responsibilities as apparent or as assigned.

**EDUCATION / QUALIFICATIONS**: To perform this position successfully, an individual must be able to perform each essential duty in a satisfactory manner. The requirements listed herein are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- At least three years’ related work experience. A higher education degree or other certificate (i.e. paralegal certificate) may be considered as a substitution for legal experience.

**KNOWLEDGE SKILLS AND ABILITIES**:

- Strong computer technology skills including proficiency with Microsoft Office tools, Adobe, and other business software is required.
- Understanding and use of legal case management software.
- Proficiency in navigating Westlaw, state statutes, and local ordinances.
- High level of attention to detail.
- Multi-tasking and organizational abilities.
- Excellent spelling, grammar, and proofreading skills.
- Kn

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