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Administrative Assistant

4 months ago

Syracuse, United States Syracuse City Full time

Job Title: Administrative Professional I or II / (Executive / Legal)

Department: Administration

Reports To: City Attorney

Status: Part Time, Non-Exempt (Hourly)

Starting Wage: Administrative Professional I $15.54 - $21.02

Administrative Professional II $21.55 - $30.51 Depending on Qualifications

Close Date: June 13th, 2024

Hours: 25 hours per week; Monday-Friday; Flexibility in schedule possible,

between in office hours of 8:00 am - 5:00 pm.


Position Summary:

This position is responsible for performing a variety of highly accountable clerical and secretarial support duties. Some essential functions of this position include: preparing legal documents which may be confidential such as pleadings, subpoenas, discovery, and contracts; assisting the City Attorney in preparing and managing cases; performing other clerical duties such as maintaining supervisor's calendar, scheduling appointments, meetings, travel and hotel arrangements; providing information to callers; composing and typing routine correspondence; independently responding to letters and general correspondence of a routine nature; typing a variety of materials, initiating and maintaining a variety of files and records, including paperless files; processing outgoing mail; ordering office supplies; and maintaining a productive working environment which includes, but is not limited to, a spirit of cooperation with co-workers, peers and the public; and completing other duties as assigned by the City Attorney. The person in this position may also be asked to perform similar duties on behalf of the City Manager, Mayor, or other Department Directors, as needed.


Required Knowledge, Skills, and Abilities:

  • Correct use of the English language, excellent writing, spelling, grammar, and communication skills; Computer programs including PowerPoint, Excel and Word, Spillman, Utah Courts' E-filing, computer software and equipment, general office practices and procedures; knowledge of legal terminology and judicial procedures, or ability to quickly learn such processes.
  • Skilled in: Office management duties; Word processing; Spreadsheets; Composing correspondence; Handling multiple projects with interruptions; Prioritizing and organizing workload to meet deadlines.
  • Ability to: Communicate effectively both verbally and in writing in English; Treat records with confidentiality; Follow verbal and written instructions; prioritize tasks and meet required legal deadlines; work well under pressure and impending deadlines; Establish effective working relationships with employees and the public; Take initiative and work with a team; Operate under new or unfamiliar software applications and databases.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.


While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel, and to talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Duties require sufficient mobility to work in a typical office setting and use standard office equipment, as well as sustained posture in a seated position for prolonged periods of time. Specific vision requirements for this position include close vision (to read documents, computer screens), distance vision (to observe meetings), color visions (to read documents, maps), and the ability to adjust focus (to read documents, visually shift tasks).


Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.


While performing the duties of this job, the employee is frequently exposed to moderately quiet in-office settings, and occasionally to outside weather conditions. The employee will interact with defense attorneys, support staff, crime victims, and pro se defendants, occasionally under stressful circumstances. The employee will also be exposed to crime scene photos related to misdemeanor cases, written police reports, and audio-visual recordings of police encounters with suspects in a variety of settings, which reports, and recordings often contain offensive content.



Minimum Qualifications:

  • Must be at least 18 years of age;
  • High School Diploma or GED, and either:
    • Two (2) years of customer service and clerical experience;
    • An associate's degree in a field related to criminal justice, paralegal, public administration, or similar fields; or
    • An equivalent combination of education and experience;
  • Ability to pass and maintain a background check with the Bureau of Criminal Identification (BCI) in order to access documents of a confidential and private nature.
  • Must be able to provide documentation of legal ability to work in the United States.

Application Instructions:

Qualified applicants must complete a Syracuse City employment application online at www.syracuseut.gov. If you do not have access to a computer, you may come to the Syracuse City Hall Administration building located at 1979 W 1900 S, Syracuse, UT 84075 between the hours of 8:00 a.m. to 5:00 p.m. Monday through Friday.


Applicants needing further information regarding the position or needing assistance due to a disability should contact Kadi Jacobsen, at .




Due to the confidential nature of this position the ability to pass and maintain a background check with the Bureau of Criminal Identification (BCI) is required for essential function of the position. 



Job Posted by ApplicantPro