Administrative Assistant - City Attorney's Office

Salary range is the entire compensation range for the position classification.

Hiring range is an estimate of the compensation amount for the selected candidate. The actual salary offer will carefully consider a wide range of factors, including skills, qualifications, experience, education, licenses, training, and equity amongst other City employees in a similar position.

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The ideal candidate provides ongoing professional administrative support to attorneys and department staff. The ideal candidate is a highly organized self-starter with excellent written and oral communication skills and superior proofreading skills. The ideal candidate is innovative, flexible, motivated, willing to learn, and can work well with team members. Ability to work effectively with others and maintain positive, professional interactions.

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Assists in the day-to-day operations of the City Attorney’s Office.
• Completes clerical duties including screening calls, taking messages, email, printing and copying, data entry, and offering customer service as needed on behalf of the City Attorney’s Office.
• Answers department telephone calls, receives and greets visitors to the department, and provides information to or refers callers and visitors to other appropriate Departments, Divisions, or personnel as needed.
• Maintains calendars for assigned staff, schedules meetings and appointments; prioritizes and resolves meeting schedules; coordinates meeting resources and travel.
• Responds to requests for information.
• Processes incoming and outgoing mail.
• Prepares meeting agendas and presentation materials; takes and transcribes meeting minutes and prepares summaries for distribution.
• Conducts and coordinates assigned projects; identifies and resolves routine problems within scope of authority.
• Maintains department files and records; compiles statistical data; prepares a variety of technical and statistical reports; updates manual and computer records and tracking systems; compiles management reports; maintains compliance with city record retention schedules for different types of files.
• Prepares correspondence and other documents on a wide variety of subjects requiring knowledge of the procedures and policies of the City Attorney’s office.
• Maintains records and files on behalf of the department.
• Prepares correspondence and other documents on a wide variety of subjects requiring knowledge of the procedures and policies of the City Attorney’s office.
• Assists with redaction of public records requests according to established guidelines.
• Assists in training and onboarding department staff and provides support to others within the department as needed.
• Performs procurement and accounts payable duties within the department including reconciling procurement card purchases; coordinating purchase of supplies; compiling records for expenses; handling invoices and purchase orders as needed.
• Reviews documents on an as-needed basis to ensure they are ready for legal review and Council agendas.
• Conducts research and compiles information as needed to assist with legal requests. 
• Keeps immediate supervisor and designated others fully and accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems.
• Works closely with staff fostering an open, positive, communicative relationship with internal and external customers.  
• Maintains strict confidentiality and demonstrates ethical behavior. 
• Performs other duties as assigned or required.

Education and Experience:
High School diploma or GED equivalent, and three (3) year's administrative support experience; OR an equivalent combination of education and experience.

Selective Preference(s):

• Education: associate or bachelor’s degree 

• Two (2) or more years’ experience in a municipal or government setting

• One (1) or more years’ experience working in a legal setting or completion of a legal training program.

• Experience accounts payable and records management

• High level drafting, editing, and proofreading skills, specifically relating to legal documents.

• City policies and procedures
• Procedures and policies of the City Attorney’s Office
• Customer service principles
• Filing and recordkeeping procedures and practices
• Mathematical concepts
• Report preparation techniques

• Using Microsoft Office products and other relevant technologies
• Operating a personal computer utilizing a variety of business software
• Operate a variety of office equipment 
• Preparing accurate reports, documents, and correspondence
• Effective oral and written communication
• Grammar, punctuation, spelling, basic editing, and formatting of a wide variety of legal documents

• Work effectively under stress
• Ability to work with interruptions and adapt to changing priorities.
• Work within time constraints and meeting deadlines
• Prepare and proofread a variety of reports and/or documentation
• Use proper English, grammar, punctuation and spelling
• Exercise judgment and discretion
• Maintain records and files
• Maintain calendars
• Recognize problems and identify alternative solutions
• Prioritize work and perform multiple tasks
• Work independently
• Protect privileged and/or confidential information
• Work cooperatively with city staff, stakeholders, and members of the public
• Understand and follow oral and written instructions
• Establish and maintain positive, effective working relationships with those contact in the performance of work

12-Month Goals:

1. Learn the policies procedures, processes, and technologies used in City Attorney’s Office and City of Buckeye.
2. Develop working relationships with city employees and offer excellent customer service and guidance to departments and external partners of the City of Buckeye.
3. Develop an understanding of the City Attorney’s Office structure, purpose, and goals in the City of Buckeye.
4. Support the Management Assistant in achieving certain office management duties for the City Attorney and the Civil Division.

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