Legal Administrative Assistant

2 weeks ago

San Luis, Arizona, United States City of San Luis, AZ Full time
Salary : $41,641.60 Annually

Location : San Luis, AZ

Job Type: Full-time

Department: City Prosecutor

ABOUT THE POSITION

Under the general oversight of the City Attorney and City Prosecutor, this role involves executing a range of legal administrative and clerical tasks to support the operations of the City Prosecutor's Office. Responsibilities include drafting legal documents, providing administrative assistance to attorneys, and executing other related functions as necessary.

KEY RESPONSIBILITIES:

The following duties exemplify the types of work that may be undertaken. This list is not exhaustive and does not preclude the performance of additional related tasks as assigned.
  • Establish and maintain organized systems for both physical and digital files to ensure efficient access and retrieval.
  • Create and manage case files; draft and prepare memoranda and legal documents; conduct research using files and digital databases.
  • Maintain communication with Pro Per defendants, victims, and witnesses, including law enforcement personnel.
  • Provide routine administrative and secretarial support to the City Prosecutor and Paralegal.
  • Coordinate and manage the calendars of attorneys; monitor, assess, and prioritize tasks; track deadlines and objectives.
  • Draft various documents and correspondence for the Prosecutor's review; assist in the preparation of training materials for presentations; format, type, and proofread letters, memoranda, and legal documents; prepare and handle confidential documents.
  • Proofread documents drafted by oneself and the Prosecutor prior to distribution.
  • Regularly update forms and review the City Prosecutor's Office web page for necessary corrections or updates.
  • Monitor and prioritize tasks for oneself and the City Prosecutor; oversee various responsibilities, including deadlines and professional development goals.
  • Uphold strict confidentiality regarding work-related matters and City information.
  • Manage telephone and email communications with professionalism.
  • Respond to requests for documentation efficiently.
  • Assist in the responsible management of the City Prosecutor's Office budget; process invoices, requisitions, budget transfers, and travel arrangements for attorneys, along with managing office supply purchases.
  • Issue subpoenas for trials.
  • Perform related duties as assigned.
IDEAL CANDIDATE:

Knowledge of:
  • General office practices and procedures.
  • Proficient use of Microsoft Office Suite (Word, Outlook, Excel, PowerPoint) and WordPerfect.
  • Operation of computer hardware and common office equipment.
  • Business and legal English, including spelling.
  • Fluent in both oral and written Spanish.
  • Arizona law and the Victim's Bill of Rights.
  • Fundamentals of legal proceedings and terminology.
  • Basic legal research principles.
  • Basic accounting principles and budget management.
  • Confidentiality protocols.
Ability to:
  • Execute precise and responsible legal administrative work.
  • Prepare a variety of legal documents and detailed reports.
  • Quickly learn and utilize resources pertinent to job tasks.
  • Establish and maintain effective working relationships.
  • Comprehend and follow both written and verbal instructions.
  • Track, assess, and prioritize tasks effectively.
  • Manage multiple deadlines and competing demands.
  • Organize office operations and maintain systems for data management.
  • Safeguard confidentiality.
  • Schedule and manage calendars efficiently.
  • Draft various documents with a high degree of accuracy.
  • Pass a comprehensive background check.
  • Generate accurate minutes from audio recordings.
  • Learn legal research techniques and motion practices.
  • Type at least 40 words per minute proficiently.
MINIMUM REQUIREMENTS:

REQUIRED:
  • U.S. residency and proximity within 25 miles of San Luis.
  • Bilingual in Spanish.
Education, Training, and Experience:

High school diploma or G.E.D.

Three (3) years of experience in legal or law-related office administration, or six (6) years of related office administration experience.

Licenses and Certificates: Must be maintained throughout employment.
  • A valid Arizona driver's license at the time of appointment.
DESIRED/PREFERRED:
  • Residency in San Luis.
SUPPLEMENTAL INFORMATION:

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands outlined here represent those necessary for successful performance in this role. Reasonable accommodations may be made for individuals with disabilities.

Physical Demands:

While performing the duties of this position, the employee is regularly required to sit, walk, and stand; communicate verbally and audibly; use hands for various tasks; reach with hands and arms; and perform repetitive movements. The employee may frequently lift up to 25 pounds unaided. Specific vision abilities required include close vision and the ability to adjust focus.

Mental Demands:

While executing the responsibilities of this role, an employee utilizes written and oral communication skills; interprets data and documents; analyzes and resolves issues; applies mathematical reasoning; performs detailed work; manages multiple tasks; and interacts with others, including frequent contact with the public.

Work Environment:

The employee operates in an office setting where the noise level is typically quiet. Certain roles may require flexibility in scheduling.

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