Legal Secretary

CHARACTERISTICS OF WORK

Professional who provides administrative and clerical support to the City Attorney and Assistant City Attorneys.

ESSENTIAL EXAMPLES OF DUTIES

The following illustrates examples of some of the essential duties and responsibilities of the Legal Secretary. There may be other essential functions, not listed below, in order to accomplish the tasks as presented by the Attorneys.

• Proficient computer skills.
• Knowledge of use of modern office equipment, e.g. facsimile machine, copier, calculator, etc.
• Receive, deliver and track law department and other department documents both incoming and outgoing, such as : contracts, resolutions, etc.
• Scan and log invoices from vendors and opposing counsel upon receipt.
• Prepare purchase orders and check requests for the Finance department.
• For pre-litigation, assign case number and tracking 768 matters as received.
• Prepare correspondence for pre-litigation, create and maintain files and alerting superiors to any potential issues or additional evidence needed.
• Organize and assemble litigation documents, arbitration binders, and other case files.
• Organize and assemble meeting materials for attorney as needed.
• Maintaining spreadsheets to keep all matter tracked and taken care of in a timely manner.
• Greet visitors and take incoming calls and transfer accordingly.
• File correspondence both physically and electronically.
• Ensure the department has an adequate amount of supplies and re-order as necessary.
• Maintain supply closet organized.
• Collect mail on a daily basis and distribute to corresponding attorney or team member.
• Correct or revise ordinances and resolutions as needed.
• Assist other departments with any requests.
• Assisting with any special projects as they arise in the Law Department.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of the formats used in the preparation of a variety of legal documents.
• Knowledge of modern office practices, procedures, methods and techniques, particularly in the field of Law.
• Ability to organize and perform a variety of difficult clerical work.
• Proficient computer skills are necessary.
• Knowledge of English grammar, punctuation and vocabulary skills is important.
• Ability to follow oral and written instructions.
• Ability to work effectively with other employees.
• Ability to establish and maintain an effective rapport with the public.
• Work independently in the absence of special instructions.

PHYSICAL REQUIREMENTS

The following are some of the physical requirements associated with this position. Reasonable accommodation may be made by the City to enable an individual to perform the essential duties / functions of the position.

• Must have ability to effectively communicate and interact with other employees and the public through the use of telephone and personal contact as normally defined by the ability to see, read, talk, stand, hear, hands to finger dexterity, handle, feel or operate objects, read and write English.
• Physical capability to effectively use and operate various items of office equipment; such as but not limited to a personal computer, calculator, copier and fax machines.
• Work is performed indoors within a quiet to moderately noisy environment.
• Must be able to lift, carry and or push articles weighing up to 20 lbs.

MINIMUM TRAINING AND EXPERIENCE

Graduation from high school or equivalent and a minimum of three (3) years experience as a legal secretary.

When claiming veterans’ preference, you must provide a copy of your DD-214, Certificate of Release or Discharge from Active Duty, or other acceptable documentation.