City Attorney Secretary

Under the direction of the City Attorney.  This position is responsible for a variety of paralegal tasks to assist the City Attorney and staff.

• Performs a variety of paralegal tasks to assist City Attorney/staff
• Conducts legal research and drafts routine/standard documents for City Attorney or Assistant Prosecutors
• Establishes/ maintains court case files
• Contacts courts, police department, administrative agencies, etc. to obtain documentation and information necessary for case preparation
• Tracks/maintains chain of custody for evidence used for case preparation and returns evidence to custodian
• Under attorney’s signature drafts legal documents/forms (e.g., contracts, agreements, right-of-ways/annexations); under attorney’s signature prepares/files prosecution related court documents (e.g., memoranda, motions)
• Maintains calendar of court hearing dates/filing deadlines for briefs, subpoenas, and other documentation
• Seeks, obtains, and documents approval of continuances
• Tracks status of new prosecution cases
• Prepares log of closed cases and records final disposition for Police Department and Bureau of Criminal Identification and Investigation
• Performs daily check of new arrest documentation
• Performs criminal history inquiries; prepares drafts of legislative requests, resolutions, and City ordinances for City Attorney
• Tracks all legislation to ensure all paperwork is completed when ordinance is passed (e.g., purchase orders are opened, contracts are signed and delivered)
• Compiles data for various project studies (e.g., domestic violence, prosecution case loads)
•  Preparation and approval of leave requests (in consultation with City Attorney) and time sheets for payroll purposes
• Reviews/summarizes office fiscal/operational reports
• Researches data for budget preparation; assists with writing budget justification report
• Monitors office spending and maintains records
• Supervises preparation of purchase orders for City Attorney
• Maintains attorneys CLE compliance and registration requirements
• Communicates decisions, policies, and assignments to staff
• Prepares, maintains, and secures sensitive/confidential material (e.g., municipal court records, arrest documentation, drug analysis, chemist affidavits)
• Maintains computerized legal data base (e.g., court cases, attorney/prosecutor opinions)
• Oversees, updates code books/loose leaf services
• Prepares/mails discovery request responses, continuation entries, etc
• Composes/types correspondence; keeps calendar for City Attorney/Assistant City Prosecutors; makes meeting and travel arrangements for City Attorney
• Prepares/distributes meeting minutes; prepares records retention/disposal schedule
• Handles sensitive telephone calls from attorneys, police officers, elected officials, City staff, angry citizens, etc
• Copies and distributes City Attorney opinions to elected officials and appropriate staff members
• Answers telephone and screens calls; greets/directs visitors; maintains files and retrieves information; prepares routine forms; arranges record transfers
• Remains informed of current developments and procedures pertinent to duties
• Participates in staff development activities and services review procedures
• Attends staff meetings and supervisory conferences
• Maintains required licenses and/or certificates
• Meets all job safety requirements and all applicable OSHA safety standards that pertain to essential functions.
• Demonstrates regular and predictable attendance
• Performs other duties as assigned

• High School diploma or GED and two (2) to three (3) years of progressively responsible related experience OR any combination of training, education or experience which provides the desired knowledge, skills and abilities to perform the essential functions of the position
• Associates degree and/or paralegal certification is preferred
• Prior experience with MatrixProsecutor for case management preferred, but not required

Knowledge of:

• Case preparation, docket assignments, and inventory control
• Database management; federal, state, and municipal laws and/or regulations*
• Department goals and objectives;* department policies and procedures;* public relations; community resources and services*
• Legal terminology;* court filing procedures;* office practices and procedures
• English grammar and spelling
• Records management
• Supervisory principles and practices
• Office management; project management

Skill in:

• Computer operation; use of modern office equipment

Ability to:

• Apply management principles to solve agency problems; define problems, collect data, establish facts, and draw valid conclusions
• Understand, interpret, and apply laws, rules, or regulations to specific situations
• Update code books and loose leave publications
• Receive and distribute mail
• Determine material and equipment needs
• Calculate statistics
• Proofread technical materials, recognize errors, and make corrections
• Use proper research methods to gather data
• Prepare documents as required
• Understand a variety of written and/or verbal communications
• Gather, collate, and classify information; maintain records according to established procedures
• Work alone on most tasks
• Cooperate with co-workers on group projects
• Answer routine and non-routine telephone inquiries
• Handle sensitive inquiries from officials and general public
• Develop and maintain effective working relationships
• Resolve complaints
• Prioritize, organize, and work independently

Working Conditions: