Legal Executive Assistant

This position is responsible for managing the day-to-day operations of the Office of the City Attorney and requires performing difficult skilled clerical and administrative work in support of the office and the attorneys. The work requires specialized knowledge of legal documents, processes, and legal office software. In accordance with prescribed guidelines, the employee utilizes appropriate format and filing procedures to process complaints, answers, motions, discovery, orders, briefs, memoranda, letters, and other legal documents. The Legal Executive Assistant is a direct report to the City Attorney and receives directed, general supervisory oversight from the City Attorney. This position works independently in performing highly confidential advanced administrative and technical duties. Contacts are with elected and appointed officials, the City Manager, the City Clerk/Director of Council Operations, Senior Staff, employees at all levels, court personnel, lawyers and other representatives of law firms, vendors, and the general public for the purposes of conducting administrative office functions, coordinating legal work and services, scheduling meetings; and receiving and exchanging information. Interactions are under circumstances where tact and discretion are important. The Office of the City Attorney handles highly confidential and sensitive work matters. All staff in the City Attorney's office must possess good judgment and the ability to handle highly confidential and sensitive information. Work results impact the efficient operation of the Office of the City Attorney. Key Responsibilities Serves as Legal Files Administrator, as expert end-user for the office, and as liaison with the vendor and Information Technology. Legal Files is the case management software for the City Attorney's office. Creates Legal File matters and assigns them to attorneys in accordance with office procedures. Prepares a variety of general correspondence on behalf of the City Attorney, including emails, letters, and memos. Creates and maintains tracking systems for the City Attorney. Prepares Lien Releases, Notices, letters to waive recording fee and reviews wage garnishments. Prepares and tracks municipal infractions for court. Examines citation/case files received from Police/Code Enforcement or Inspection Services. Maintains attorneys' calendars, to include scheduling appointments, establishing priorities of appointments, rescheduling as necessary, and coordinating the scheduling of meetings, hearings, and conferences. Serves as liaison between attorneys and City staff; outside attorneys; court personnel; and witnesses. Represents the Office of the City Attorney on committees, workgroups, etc. and arranges for or fulfills requests for information and comments. Screens incoming correspondence for subject matter content and routing, and enters information into appropriate tracking system. Receives and screens telephone calls pertaining to a variety of legal inquiries, many involving research and/or referral. Processes administrative transactions including invoices, purchase orders, and other such actions; utilizing appropriate databases to access data regarding transactions and enters, edits and updates such databases. Manages and processes all travel accommodations for the office including handling conference registrations, travel arrangements and travel reimbursements. Maintains office operating records and prepares reports on such records; receives and processes information on office operations from various sources; maintains and compiles data for budget input and other reports. Works closely with IT Department in coordinating all hardware and software updates/upgrades for the Office of the City Attorney. Assists with technical support for all Office of the City Attorney staff on use of various software programs. Maintains all office equipment in good working order. Maintains office filing systems, to include sorting and filing correspondence, cases and other materials by alphabetical or numerical order. Assists in the preparation of the budget and creates various budget summary reports as needed for tracking purposes. Handles all routine and non-routine procurement and accounts payable activities for the Office of the City Attorney including, but not limited to, purchasing of supplies, processing of invoices, monitoring expenditures, and performing budget transfers as necessary. Manages legal library and online legal resources. Manages all membership dues and professional affiliations for the office. Updates State, County, and City Code books, other law books and manuals, administrative procedures, etc. Performs other duties as assigned. Minimum Requirements Associate's degree; and five (5) years of progressively responsible office management experience preferably in a legal office setting; or any equivalent combination of education and experience. Skills and Knowledge Knowledge of legal terms, business English and simple accounting procedures. Knowledge of legal procedures and practices common to a modern legal office. Knowledge of legal forms and documents. Knowledge of grammar, spelling, and punctuation. Skill in use of Office 365 and peripheral equipment. Skill in multi-tasking and attention to detail. Skill in written and oral communication. Skill in using judgment, discretion, and maintaining confidentiality at all times. Ability to coordinate, collaborate, and be a team player. Ability to follow directions, organize and prioritize assignments and work independently in the absence of specific instructions. Ability to work effectively and professionally with others in the legal profession, both within and outside City government, as well as other employees and the general public. Ability to establish and implement office and clerical procedures. Ability to exercise good judgment, courtesy and tact in receiving office callers and in making proper disposition of problems. Ability to compile, organize and assemble data required for reports and other projects. Physical Demands The work is sedentary work, which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling. Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound. Mental Acuity: Ability to make rational decisions through sound logic and deductive processes. Reaching: Extending hand(s) and arm(s) in any direction. Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely. Visual Acuity: Have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading. Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers. Work Environment This job is performed in a dynamic environment that requires one to be sensitive to change and responsive to changing goals, priorities, and needs. #J-18808-Ljbffr