Legal Secretary

Salary Range4,506.00 - 5,760.00Job SummaryAs one of the fastest growing cities in the Pacific Northwest, Vancouver is building a city of the future through innovation, sustainable development, excellent leadership and effectively working with an engaged community. Our growth is guided by our core values of livability, sustainability and resiliency, innovation, and equity and inclusion, and we accomplish our work through collaboration, innovation, compassion and empowerment.

If who we are speaks to you, and if you’re the type of person who is interested in joining the City Attorney’s Office team who is dedicated to carrying out their duties through means that are just, equitable, and consistent with nationally recognized standards and best practices then the City of Vancouver may be for you.

We’re currently recruiting for a Legal Secretary. The primary responsibilities for the job are to perform a variety of routine legal secretarial and general clerical duties under the direction of the Legal Supervisor and in support of the City Attorney's Office. Act as receptionist for the department and provide information to the public. This position supports all divisions of the City Attorney’s Office.

This is a full-time, regular, non-exempt union position. This position is covered under the provisions of an agreement between the City and the AFSCME union. The schedule for this position is M-F, 8am to 5pm.Job Details

Essential Functions:

• Open, maintain, and close legal files in both criminal and civil databases; update case files with prepared and received documents; open arraignment cases and prepare and provide discovery; prepare files for court dockets; process cases after dockets; archive closed files according to state government records retention rules; review case files  prior to archiving, and prepare property releases and letters of case dispositions; maintain the archive database spreadsheet.
• Act as legal receptionist for the City Attorney’s Office.  Answer and direct incoming phone calls; provide information and assistance to the public; screen telephone calls and visitors and route to appropriate staff members, departments or agencies.  Process incoming and outgoing daily mail, including distribution; responsible for routing incoming and outgoing contracts and tracking signatures.
• Prepare and process various pleadings, including dismissals, citations, subpoenas and responses; assist with warrant and deferred prosecution reviews; electronically file documents with the court; assist with miscellaneous filing, including going to the Court to file paper documents
• Review and process correspondence; update witness information in case management system and notify the prosecutors and assigned legal assistant regarding witness availability for upcoming trial dates.
• Assist with Public Disclosure Requests as needed; gather and review records in response to a records request; redact information that is exempt by applicable statutes and/or case law; assist with preparing response letters.
• Proofread, format, review, and edit a variety of civil correspondence, leases, contracts, agreements, memorandum and briefs; update law library with incoming updates
• Assist attorneys by preparing, editing and transmitting a variety of correspondence and legal documents; format materials according to applicable court requirements and legal standards.
• Deliver and pick up files and documents to City departments and other agencies as needed.
• Assist with calendaring as assigned, complete departmental filings.
• Perform other duties and responsibilities as assigned.

Qualifications

Experience and Education

• One year of legal secretarial experience.
• Equivalent to HS Diploma/GED supplemented by specialized legal training is desirable.
• An Associate of Arts degree in legal secretarial or paralegal studies may be substituted for one year of experience.

Computer Skills - Basic skills in Microsoft Outlook, Word, Excel, Teams, Adobe Pro, File Explorer.

Required Licenses and/or Certifications - Ability to obtain a Washington Notary License

Desirable Skills - Fluency in Spanish, Russian, Chuukese and/or American Sign Language

Knowledge

• English usage, spelling, grammar and punctuation
• Legal terminology and the forms and documents used in legal clerical work
• Legal procedures and practices involved in composing, processing and filing a variety of legal documents
• Standard legal references and their contents
• Business letter writing and basic report preparation
• Principles and procedures of record keeping and reporting
• Pertinent federal, state and local laws that pertain to pleading practice, statutes, municipal code, records retention and public disclosure requests
• Modern office procedures, methods and computer equipment
• Use of personal computers and basic software

Abilities

• Perform secretarial duties with minimal supervision
• Prepare routine legal documents, correspondence and memoranda
• Timely process legal correspondence and relevant support functions
• Understand and carry out oral and written directions
• Communicate clearly and concisely, both orally and in writing
• Engage in professional and effective communication with a variety of telephone callers
• Operate a personal computer and appropriate software
• Work in a manner consistent with the City of Vancouver’s Operating Principles and the City of Vancouver Mission and Values.
• Work and act as a team player in all interactions with other City employees
• Always provide a high level of customer service
• Project and maintain a positive image with those contacted in the course of work
• Develop and maintain collaborative and respectful working relationships with team members and others
• Consistently provide quality service
• Maintain regular and dependable attendance
• Demonstrate a commitment to valuing differences among people and to being inclusive
• Show the utmost respect for others, and act as a team player
• Promote safety as a guiding principle and a regular practice in accomplishing work by focusing on safe practices and complying with safety and health policies and procedures.
• Recognize unsafe conditions which may be hazardous to an employee or to the public.
• Works in safe and responsible manner; not putting self or others at risk. Complies with applicable policies and procedures including but not limited to using personal protective equipment, observing warning signs, learning about potential hazards, and reporting all unsafe conditions.

This position is subject to successful completion of a pre-employment reference check, a basic criminal background check, and may include a fingerprint-based criminal history check.

The City of Vancouver is committed to advancing equity and creating a welcoming and inclusive workplace. We recognize that progress depends on more than just a verbal commitment; it depends on making meaningful organizational change. We developed and continue to develop strategies to enhance employee-centered programs, eliminate recruitment and advancement barriers, elevate employee understanding of DEI and cultural competency and build an inclusive and welcoming place to call work. We hope you’ll consider joining us on the journey!

Safety: The City of Vancouver believes every employee plays a role in maintaining a safe workplace. The City of Vancouver promotes safety as a guiding principle and practice and accomplishes work by creating safe work environments, complying with safety and health policies and procedures and consistently seeking improvements that support operational excellence.

Diversity and Inclusion: At the City of Vancouver, we value and foster a workplace comprised of people with a range of different backgrounds, experiences and cultures. We recognize that a diverse and inclusive team is key to innovation, effectiveness and a positive culture. We are proud to be an Equal Opportunity Employer.

Equal Employment Opportunity Statement: The City of Vancouver is dedicated to maintaining a work environment that extends equal opportunity to all individuals, regardless of their race, color, sex, age, religion, national origin, marital status, veteran status, disability sexual orientation or gender identity. Employment decisions will be made to further the principle of equal employment opportunity and to comply with state, federal and local laws. We affirm through this policy statement our continuing commitment to the principles of equity and nondiscrimination.

Veterans’ Preference: Under Washington law, qualified veterans may be eligible for Veterans’ preference when applying for City of Vancouver positions. Honorably discharged Veterans, their surviving spouses or spouses of honorably discharged Veterans with a permanent and total service-connected disability who would like to be considered for a Veterans’ preference for this job should provide the qualifying documents as instructed during the application process.

ADA Accommodation: Accommodations will be considered for applicants or candidates with a qualifying disability that prevents them from participating in this process. Accommodations will be made where the City can reasonably provide them without imposing an undue hardship on the business or compromising the integrity of the recruitment process. An applicant with any disability who believes that they need an accommodation should contact Human Resources: call 360-487-8417 or email hrfront1@cityofvancouver.us

Job Posting End DateJune 8, 2025