Legal Assistant I

Posting number: 1002547

Department: City Manager

Division: City Attorney

Job classification: Legal Assistant I

Posting type: Open

Categories: Administrative Assistant, Legal

SummaryProvides responsible administrative, technical, and clerical support of a legal nature. 
  Examples of dutiesThe essential functions of the job are not limited to those listed in the job description.  The City retains the discretion to add to or change the duties of the position at any time.

• Provides general administrative office support; manages mail; answers requests for information, documents requests from law offices; returns calls; directs individuals or attorneys to proper parties; completes a variety of forms and documents. Provides responsible financial support for department such as processing invoices and statements, reimbursements, timekeeping and credit card reconciliation.
• Organizes court appearances and meetings; maintains communications with other departments; maintains attorney calendars as assigned.
• Receives and prepares liens and releases such as weed, demolition, deferred tax liens. Schedules Warrants in Debt; manages process and completes needed packets. Coordinates purchasing contract process between the City Attorney’s office and Finance.
• Manages and maintains juvenile files for social services, school board and transportation including truancy cases; mails court orders; notarizes service plans; and delivers documents to court.
• Processes and follows up on all claims against the City; prepares related correspondence; provides instruction on filing claims; communicates claim status; coordinates VEC hearings, sending documents to the VEC and City departments; and arranges meetings.
• Coordinates and maintains records; retains and destroys documents according to state and City protocols; manages and maintains FOIA requests and responses according to required time limits. Updates City Code books as necessary. Maintains the law library.
• Serves as backup to the Legal Assistant II.

ADDITIONAL DUTIES 

• Assists with the duties of the Legal Assistant II  as assigned.
• Performs additional duties to support operational requirements as assigned.

QualificationsEducation and Experience 
Associate Degree or post-secondary certification in office technology, administration or related field and two to four years’ administrative experience, preferably in a legal setting.

An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above

Certifications/Licenses 

• Valid driver’s license and acceptable driving record according to City criteria.
• Active commission as a Notary

Job Knowledge 
Intermediate knowledge to perform most work in normal situations. Comprehension of standard situations and includes knowledge of most of the significant aspects of the subject.

Reading 
Advanced: Ability to read literature, books, reviews, scientific or technical journals, abstracts, financial reports, and/or legal documents. 

Writing 
Basic: Ability to write simple sentences containing subject, verb, and object, and/or series of numbers, names, and addresses. 

Math 
Basic: Ability to perform the four basic arithmetic operations (addition, subtraction, multiplication, division). 

Communication Skills
Provides basic information to others outside direct reporting relationships on procedures or general policies.  Contact may require the consideration of different points of view to reach understanding and gain cooperation and acceptance of ideas.

Independence and Decision-Making
Normally performs the job by following established standard operating procedures and/or policies.  There is a choice of the appropriate procedure or policy to apply to duties.  Performance reviewed periodically.

Technical Skills
Requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the work environment of the organization.

Fiscal Responsibilities
No budgetary/fiscal responsibility.

Supervisory Responsibilities
No responsibility for direction or supervision of others. Supplemental informationPHYSICAL DEMANDS

• Work is sedentary in nature, continuously sitting at a desk, occasionally moving between office equipment with occasional light physical exertion.
• Adequate vision, hearing and talking to use a computer, telephone and communicate effectively with others.

NON-PHYSICAL DEMANDS

• May frequently experience time pressure, changing tasks, multitasking, working closely with others as a part of a team and tedious or exacting work. 
• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
• Regular and predictable attendance is expected.

MACHINES, TOOLS, EQUIPMENT, SOFTWARE, AND HARDWARE:
Typically requires use of internet, standard office equipment to included telephone, computer, Microsoft Office and related software and hardware

WORK ENVIRONMENT
The work is normally performed in an office setting, primarily at a desk in a quiet environment. The employee is not exposed to environmental hazards and does not normally require the use of protective equipment.