Legal / Administrative Secretary ID - 11953
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GENERAL PURPOSE
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Performs a variety of routine and complex clerical, administrative and technical support to the Assistant City Attorney, City Attorney and City Manager.
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Supervision Received
Works under the general supervision of the City Attorney; will also receive work direction from the Assistant City Attorney and City Manager. -
Supervision Exercised
May provide work direction to other support staff.
Initial applicant review will take place on April 21, 2025.Interviews will take place on April 24-25, 2025, at the Law Enforcement Center. -
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ESSENTIAL DUTIES & RESPONSIBILITIES
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The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
- Types and transcribes reports, memos, correspondence, agendas, minutes, agreements, leases, contracts, deeds and legal documents such as complaints, orders, motions, affidavits, briefs and petitions requiring judgement as to content, accuracy and completeness. Prepares, under the supervision of the City Attorney, deeds, purchase agreements, contract for deeds, contracts and other legal documents.
- In the event the City Attorney is responsible for prosecution of criminal files, duties would include obtaining police reports, opening case files, maintaining criminal files, preparing correspondence, preparing and filing court documents for trial, ordering subpoenas and contacting witnesses and police officers in preparation for trial.
- Assists in the maintenance of departmental files and records.
- Maintains and updates calendars, makes appointments and schedules meetings.
- Receives the public and responds to inquiries from employees, citizens, council members and others, routing to appropriate departments if necessary.
- Attends regular and special City Council meetings in the Clerk's absence, records the proceedings and prepares the minutes for public record; distributes information as requested.
- Assists in the maintenance of official city records and public documents.
- Processes checks returned to the municipal liquor stores for non-sufficient funds (NSF), prepares and mails demands for payment, maintains records and forwards checks to diversion if necessary.
- Responsible for the coordination of the preparation of court documents, maintenance of records of condemnation proceedings.
- Communicates policies and procedures to the public, provides records and information to the public, media, and other agencies as requested.
- Maintains strict confidentiality of criminal and personal information and other non-public data.
- Gathers data and assists in the preparation of surveys and other reports as required.
- Responsible for the administration of keeping office equipment maintained, including, but not limited to, copy machines and postage meter.
- Attends meetings as required to take minutes (a flexible schedule is required as some meetings may be outside normal working hours).
- Serves as a notary public.
- Assists in procurement of department materials.
- Responsible for processing outgoing mail.
- Attends seminars and workshops related to job duties and position responsibilities.
- Prepares travel vouchers and coordinates travel plans for City Attorney and Assistant City Attorney.
- Performs other duties as apparent or assigned.
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MINIMUM QUALIFICATIONS
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Education & Experience
- High School diploma or GED equivalent, 2 years legal secretarial experience or 4 years secretarial experience; or
- An equivalent combination of related education and experience.
- Prefer candidate with a paralegal degree.
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Necessary Knowledge Skills & Abilities
- Working knowledge of modern office equipment, practices and procedures and knowledge of legal practices, legal forms and terminology. Must be detail oriented.
- Working knowledge of modern records management techniques; working knowledge of modern office practices and procedures. Extensive knowledge of computers and electronic data processing equipment. Knowledge of the functions, organization and staffing procedures in the various City departments.
- Excellent spelling, punctuation and vocabulary skills. Skilled in operation of the listed tools and equipment.
- Ability to type minimum of 70 words per minute. Ability to prepare reports and correspondence from gathered data. Ability to communicate effectively, both written and orally. Ability to maintain confidentiality on sensitive issues. Ability to read and interpret documents and procedural manuals. Ability to use basic arithmetic to compute rates, ratios and percentages. Ability to organize and maintain records. Ability to meet and deal effectively with the public, department heads, other employees, and public officials. Ability to attend evening meetings as necessary.
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Special Requirements
- Must have a valid driver's license.
- Must be bondable.
- Must be able to acquire/maintain a notary public certification.
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Education & Experience
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SUPPLEMENTAL INFORMATION
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Tools & Equipment Used
- Electronic typewriter, transcriber, personal computer, including word processing, spreadsheet and data base software, 10-key calculator, telephone, copy machine, fax machine.
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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.
- While performing the duties of this job, the employee is required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, or controls, and reach with hands and arms. The employee is also required to walk.
- The employee must occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
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Work Environment
- The 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.
- The work environment is business office with typewriters, computers, computer printers, light to medium traffic. The noise level is moderate.
- Selection Guidelines
- Formal Application, rating of education and experience; oral interview and reference check; job related tests.
- The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
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Tools & Equipment Used
