Description

GENERAL STATEMENT OF JOB

This is a stand-alone classification. Incumbents provide primarily non-routine administrative support to a department or function. Duties require the interpretation of polices and procedures and the use of independent judgment. Responsibilities may include taking formal meeting minutes; tracking expenditures and budget status; creating unique, complex documents and correspondence; compiling, reviewing, correcting, and approving data; maintaining an inventory of supplies and/or equipment; preparing bids; and performing the duties of lower levels. Incumbents may provide work direction to lower level staff. PLEASE NOTE: THIS POSITION WILL REMAIN OPEN THROUGH JULY 10, 2024, OR UNTIL FILLED.

Example of Duties

SPECIFIC DUTIES AND RESPONSIBILITIES Essential Functions:

• Composes, edits, and reviews a variety of standard and/or specialized correspondence, reports, documents, applications, forms, violations, memos, and/or other applicable materials. Tracking deadlines. Drafting, filing, and serving routine court pleadings (for federal, state, and local litigation), and correspondence and memoranda addressed to co-counsel, opposing counsel and court representatives (i.e., clerks, judicial assistants) concerning litigation.
• Prepares meeting agendas. Attends meetings, takes formal meeting minutes, and distributes meeting minutes to appropriate individuals. Schedules court hearings on pending litigation motions and continuing legal education seminars for Legal Department attorneys and prepares seminar travel arrangements.
• Reviews and corrects a variety of data, confidential records, and information for the department. Performs in-house research for Legal Department attorneys concerning current litigation and other legal projects. Examines, sorts and date-stamps all incoming correspondence and court pleadings.
• Organizes, maintains, and updates files (both electronic and paper), including creating and maintaining confidential department/employee files, and files relating to City litigation and other legal projects. Files documents alphabetically, numerically, or by other prescribed methods. Coordinates and schedules attorneys calendars concerning meetings, conferences, telephone calls, depositions, trials, hearings, and other events.
• Maintains appropriate office supply levels within assigned area of responsibility. Requisitions supplies.
• Tracks a budget and monitors in-house expenditures and expenditures using outside legal counsel.
• May prioritize and assign work to lower-level staff; monitor the performance of lower-level staff; train staff on work methods and procedures; and participate in staff evaluations.
• Performs other duties of a similar nature or level.
• Performs other related work as required.

Typical Qualifications

MINIMUM EDUCATION AND TRAINING Education and Experience

• High school diploma or GED equivalent.
• One (1) year of paralegal or legal assistant experience and specialized departmental training or knowledge.
• An equivalent combination of education and experience sufficient to perform the job's essential duties.

License and Certifications

• Some positions may require certification in their area of responsibility.

Supplemental Information

MINIMUM QUALIFICATIONS AND STANDARDS REQUIRED

Knowledge, Skills, and Abilities:

Knowledge of:

• Modern office procedures and equipment.
• Recordkeeping principles.
• Mathematical concepts.
• English language, grammar, and punctuation.
• Report preparation techniques.
• Filing systems.
• Basic budgeting principles.
• Customer service principles.
• Computers and related software applications, such as Amicus.
• Federal, state, and local court systems, as well as generalprinciplesand concepts of law;
• Basic understanding of the Rules of Civil Procedure and Rules of Appellate Procedure including knowledge concerning how and when to process and submit pleadings and other litigation documents to the various courts.
• The citys purchasing policies and laws, contracting requirements and budget process.

Skill in:

• Maintaining records and files.
• Preparing meeting agendas and minutes.
• Preparing specialized documents.
• Preparing reports.
• Using proper English, grammar, punctuation, and spelling.
• Monitoring a budget.
• Using computers and related software applications.
• Maintaining confidentiality
• Prioritizing and assigning work.
• Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the public, etc. sufficient to exchange or convey information and to give and receive work direction.
• Preparing routine court pleadings and other litigation-related documents;
• Operating under minimal supervision.
• Establishing and maintaining positive and professional relationships with court officials, judicial offices, and attorneys.
• Transcribing correspondence, reports, court pleadings and other legal documents.

Physical Requirements:

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. Additionally, the following physical abilities are required:

• Feeling: Perceiving attributes of objects, such as size, shape, temperature, or texture by touching with skin, particularly that of fingertips.
• Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Grasping: Applying pressure to an object with the fingers and palm.
• 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 sound.
• Mental Acuity: Making rational decisions through sound logic and deductive processes.
• Reaching: Extending hand(s) and arm(s) in any direction.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• 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.
• Standing: Particularly for sustained periods of time.
• Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Visual ability 1: sufficient to perform an activity like preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or move from one work site to another.