Legal Administrative Assistant

2 weeks ago

Odessa, Texas, United States City of Odessa Full time
Position Overview:

Department: Legal Reports to: City Attorney

Role Summary: This role is essential for executing various legal secretarial functions within the Criminal Section of the Legal Department.

Key Responsibilities: The primary duties and responsibilities may include, but are not limited to, the following:
  • Prepare and distribute cases assigned to the ancillary docket.
  • Type and verify accuracy in correspondence, directing it to the appropriate attorney.
  • Draft legal letters, investigate incorrect addresses, and create other relevant legal documents and forms.
  • Collaborate with other departments to ensure case details are updated accurately in the system.
  • Organize and index operational files and records within the prosecutor's office.
  • Handle receptionist duties and manage phone communications in the Criminal Section, liaising with attorney's offices regarding trials and settings.
  • Provide public information concerning complaints and procedures of the City and Legal Department.
  • Gather and organize data for specialized legal reports, forms, and summaries for attorneys.
  • Act as a Notary Public.
  • Contact witnesses, including victims and law enforcement, to schedule appointments.
  • Process cases for trial setting in municipal court as necessary.
  • Support departmental operations through consistent and punctual attendance.
  • Foster a positive relationship between the City and the public by demonstrating courteous and cooperative behavior when interacting with visitors and staff; maintain confidentiality regarding work-related matters.
  • Perform additional duties as assigned by the Legal Department.
  • Exhibit strong customer service skills, ensuring interactions are courteous, efficient, and effective.
These essential functions, as defined under the Americans with Disabilities Act, may encompass any of the representative duties, knowledge, and skills. This description does not represent a comprehensive list of all functions and duties performed by incumbents of this role; employees may be assigned tasks not listed above, with reasonable accommodations made as necessary.

Minimum Qualifications:

Education, Training, and Experience:
  • High School Diploma or GED certification is required.
  • Two years of progressively responsible secretarial and/or legal office experience.
Knowledge, Skills, and Abilities:
  • Ability to compose routine letters and memoranda.
  • Ability to make decisions in accordance with City and Department policies and regulations.
  • Possess and maintain necessary qualifications to serve as a notary public.
  • Proficient in using personal computers, software applications, dictation equipment, and telecommunication devices.
  • Ability to communicate in Spanish is advantageous but not mandatory.
License and Certification Requirements: A valid Driver's License is required.

Physical Demands and Working Environment: Work is conducted in a standard office setting.

Skills Assessment: Typing test with a minimum score of 55 wpm with 7 or fewer errors.

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