Legal Assistant - Commercial Law Unit

Job Description

The Commercial Law Unit of the Law Department is seeking to fill a Legal Assistant role. The Legal Assistant will support attorneys working on transactional matters by overseeing electronic and paper file management, drafting and reviewing contracts, facilitating the process of executing agreements, drafting correspondence and form agreements, and aiding the overall workflow and productivity of the unit.

Essential Functions

• Draft and review of professional service contracts and working with attorneys in the Commercial Law Unit and other Units as well as contract managers in departments throughout the City in moving contracts from initiation to conformance through the City’s automated contract system.
• Coordinate with the attorney of record and departmental conformance manager for review and approval of contract drafts and exhibits;
• Utilize the City's Automated Contract Information System (ACIS) to assist with the detailing workflow tracking of professional services contract and contract fiscal information and ensure that the corresponding General Provisions, contract exhibits, and applicable waiver information are uploaded;
• Process the final version of contracts and all contract exhibits for electronic signatures utilizing DocuSign;
• Collaborating on several projects which often include working with attorneys and staff;
• Organize and file correspondence, documents, and other papers for transactions as requested by the Unit’s attorneys;
• Sending requests for information to relevant City agencies and following up to meet deadlines;
• Compile and maintain records of transactions handled by attorneys in the Commercial Law Unit and other Units;
• Compiling weekly and quarterly reports as needed;
• Scheduling meetings;
• Logging mail;
• Providing back-up support for hiring and recruiting efforts; and
• Supporting attorneys and other legal assistants as needed.

Competencies, Knowledge, Skills and Abilities

• Ability to maintain large volumes of documents and data utilizing databases such as Sharepoint
• Ability to write and speak persuasively
• Ability to work with multiple City Departments
• Excellent organizational and time management skills
• Effective and professional oral and written communication
• Ability to work independently and think proactively
• Ability to manage and prioritize numerous assignments
• Computer skills required / desired for the position include :
• MS Office (Word, Excel, Outlook, SharePoint One Drive, Powerpoint)
• Google Drive (Docs, Sheets, Slides, Forms)
• Spreadsheets (Excel, Google Sheets)
• Knowledge of legal concepts such as attorney-client privilege and relevance is a plus

Qualifications

This is an entry level position. A degree in paralegal studies from an ABA approved program is a plus. Candidates who have experience with contract drafting or management will also be given additional consideration.