Legal Assistant III - Civil Division

Initial candidate eligibility is based on the job application and any accompanying documentation.  It is the responsibility of the applicant to provide sufficient information and details within the body of the  application (education and work experience sections) to permit the City of Yakima to properly evaluate the candidate's qualification, abilities and experience as it relates to the requirements of the position.  For calculation of experience, one year of experience equals 12 months with a minimum of 173.33 hours per month.  Additional required documents must be attached. Resumes are not accepted in lieu of application fields.  

The City of Yakima Legal Department is looking to add a talented new Legal Assistant to the Civil division.  The successful candidate must be self-motivated, well organized, responsible, flexible, and able to work collaboratively in a professional law office environment that requires discretion and confidentiality.

THE FOLLOWING MUST BE SUBMITTED WITH APPLICATION TO BE CONSIDERED:

All applications must be completed in full AND have the following attachment to be considered.   (Resume and/or cover letter may not substitute for education and/or work history information required in the application) 

MINIMUM REQUIREMENTS

High school diploma or equivalent AND: 

Four (4) years of increasingly responsible legal paralegal, legal assistant and/or legal administrative work experience in civil litigation, civil municipal law and/or in direct support of an attorney.

A Bachelor’s degree in one or more of the following fields:  pre-law, economics, business, political science, English, communication or sociology from an accredited college or university may substitute for one year of experience.

OR 

Two (2) years of paralegal, legal assistant and/or legal administrative work experience PLUS legal certification(s) to include: Professional Legal Assistant (PLS); Legal Studies; Accredited Legal Professional (ALP); Certified Paralegal; or directly related.

Previous experience in a municipal legal department or private law firm with a focus on municipal law (i.e. civil municipal law, not criminal prosecution or defense) or civil litigation is preferred.

LICENSES, REGISTRATIONS AND/OR CERTIFICATES  
Must pass Criminal Justice Information Services (CJIS) background check and become CJIS ACCESS (A Central Computerized Enforcement Service System) approved by the Washington State Patrol before hire date.  Must have the ability to become bonded as a notary public of the State of Washington.  May be asked to attend remote training for specialized operations and skills.

Performs the duties of either a Legal Assistant I or II, while applying higher level of operational knowledge and experience in drafting, formatting, and filing pleadings in municipal, district, superior court or higher.  Provides ongoing leadership, assistance, guidance, training, direction and support to subordinate staff members.  Performs as a resource to other employees; possesses and demonstrates a high level of knowledge and skill concerning policies, procedures and techniques necessary to handle issues as they arise. Provides information and feedback to the office supervisor or City attorneys on process improvements, policy issues, and/or subordinate performance and may contribute to the performance evaluation process.

Prepares, organizes, reviews, and files a variety of legal pleadings such as trial briefs, motions and orders, judgments, notices of appearance, answers to summons and complaints, depositions, affidavits, interrogatories, and subpoenas.  Prepares and finalizes discovery, both propounded and responsive.  Reviews discovery requests provided by opposing party and identifies necessary information needed to obtain appropriate records.  May provide assistance to attorneys during trial.

Organizes, drafts, prepares, types and processes a variety of legal forms and documents such as ordinances, resolutions, legislation, leases, agreements, contracts, easements, legal descriptions, jury instructions, memoranda, and briefs for trial and appellate advocacy; submits to attorneys for approval, revision or signature; ensures proper completion within legally mandated time frames.  Is responsible for completed work being neat, orderly and professionally presented without requiring oversight.  Drafts, prepares, and types correspondence and other written materials independently or from a rough draft, notes or verbal instructions.  Proofreads and edits legal documents and other written materials to ensure accuracy and completeness; corrects errors and omissions.

Assists with a variety of complex, technical, and administrative duties for the Risk Management division; intakes, tracks and prepares contracts for attorney review, approval, signature, and routing; administers and tracks claims against the City; performs case management for the Civil division.

Assists attorney in reviewing and redacting documents subject to public disclosure, assesses and applies exemptions from disclosure pursuant to case law and RCWs, and responds to such requests as needed; stays current with public record laws and best practices to ensure compliance; and works closely with the City Clerk’s office. 

Performs legal research to ascertain most current decisions by state and federal courts; searches for documents in the computer data base; retrieves, stores, edits, and prints documents as needed.  Assists attorneys in preparation for trial or other court proceedings by contacting and preparing subpoenas for witnesses.

Receives, screens, and answers a variety of inquiries from witnesses, attorneys, and staff within scope of authority, by phone or in person, regarding pending claims, or litigation, and address issues that do not require attorney attention; explains policies and regulations; refers to other offices and agencies as appropriate.

May assist in supervising the organization and maintenance of complex and confidential departmental files and records; pulls files and makes appropriate notations regarding legal actions.

May assist in assigning, prioritizing and monitoring work.   Provides training and assists in developing and implementing procedures that encourage consistency and ensure the smooth operation of the division.

May assist in coordinating the preparation of division and departmental budgets; may act as liaison with the Department of Finance and Budget.  May be asked to review operational and budget reports and assist in setting priorities and scheduling reports to the City Manager and City Council.  Attends department staff meetings and may attend off-site meetings, including but not limited to City Council meetings and other public forums on behalf of the department at times to make presentations.  

May lead, oversee and coordinate office support activities; may train and provide work direction to subordinate employees.  May assist in departmental clerical hiring and personnel procedures to ensure compliance with established policies and procedures.

Delivers/picks-up mail or other documents as needed. Acts in a safe, efficient and responsible manner, legally adhering to traffic laws, rules and regulations when driving/operating vehicles to perform required off-site duties.

Contributes to the effectiveness of the Legal Department and City government by demonstrating and fostering an attitude that encourages cooperation and coordination of efforts, productive time management, and efficient use of resources. Provides continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively to provide exceptional customer service to internal and external customers.

May perform the duties of the Legal Department Office Supervisor during absences. 

May be asked to aid the Legal Assistant III – Criminal Division or other legal assistants working in the criminal division with tasks/duties when short-staffed or as assigned.

Requires regular, reliable, and punctual attendance.

Perform other related duties as assigned.

Knowledge of:  applicable Federal, State and local laws, rules, regulations and processing requirements; City policies and procedures; legal terminology, forms, and procedures; Municipal, District, Superior, Federal Court, and appellate proceedings; legal research techniques,  materials, methods and data compilation; procedures for filing and serving legal process; City Council rules and agenda requirements; forms and formats for documents used in municipal litigation; the Washington State Public Records retention and storage guidelines; basic knowledge of budgets and budget preparation; municipal records retention procedures, and techniques. 

Knowledge and practice of effective leadership practices, principles and techniques; time management and workflow practices. Demonstrates advanced knowledge and sound judgement with regard to public disclosure, and confidentiality standards.

Knowledge of techniques and strategies for dissemination of complex written and verbal information to a wide range of individuals, including, but not limited to: Judges; court personnel; attorneys; victims; pro se litigants, managers, staff, City Council, government officials, and members of the public. 

Strong working knowledge of: professional office practices, procedures and equipment, including, but not limited to: computers; electronic case management systems, records and databases; spreadsheets; industry applications; Microsoft Office Suite; and Outlook. 

Ability to: perform complex paraprofessional duties in support of attorneys; draft, process, and prepare a wide variety of legal documents; efficiently and effectively enter complex data/information into a computer system with speed and accuracy; maintain records and prepare reports. Ability to operate standard office equipment including but not limited to: computer, fax machine, copy machine, scanner, telephone etc.

Must be able to professionally communicate clearly and effectively, with a wide variety of people, including, but not limited to: other employees, legal representatives, and members of the public representing diverse education and backgrounds; as well as officials at all levels of government; utilizing well-developed communication skills, both written and oral, with highly proficient use of business English, including, but not limited to: preparation and formatting of legal forms and documents; correct grammar; vocabulary; letter composition; editing; spelling; and punctuation. Must be able to respond in a diplomatic and confident manner to upset individuals; handle sensitive material with a calm, professional, friendly and patient demeanor; and to understand and follow complex instructions.

Ability to routinely and regularly maintain confidentiality and discretion through all forms of communication.

Ability to perform a variety of mathematical computations with ability to read, interpret and analyze technical documents and to translate analysis into reports.  Ability to read, research, interpret, apply and explain codes, rules, regulations, policies, and procedures.  Must possess ability to identify and define problems, establish facts and draw valid conclusions. 

Ability to work independently with self-direction and limited direction or oversight; maintain sustained attention to detail, formulate goals, and work under legally mandated timeline pressures; prioritize workload; manage multiple tasks with competing deadlines; handle stressful situations, and complete work quickly and accurately while managing multiple interruptions. Excellent analytical and organizational skills are essential. Must possess ability to quickly adapt to changing priorities and demands.

Ability to establish, facilitate, and maintain effective working relationships with other employees, the public, community organizations and government agencies; to consistently demonstrate tact, diplomacy, and respect to individuals, groups and organizations representing a wide diversity of ethnicities, cultures, opinions, and beliefs; train and assist subordinate staff; demonstrate a willingness to complete a wide variety of tasks as needed with minimal direction or oversight. Ability to positively receive feedback and take direction is essential.

Ability to work cooperatively as a supportive team member and adhere to the department’s values including, but not limited to: teamwork, positive communication, and accountability in a punctual, regular and reliable manner.

When driving as part of required job duties, must be able to drive legally with precision, speed and safety. Ability to consistently work safely and in compliance with the federal, state and local regulations, laws, policies and standards; to recognize traffic hazards and other potential safety concerns; and to make sound decisions and actions while performing duties and/or operating vehicles.

Ability to maintain annual training requirements of the position, including but not limited to City mandatory training requirements. 

Ability to work extended hours as necessary. to carry out the responsibilities and functions of the position.  

PHYSICAL DEMANDS: Work is performed primarily in an office or legal environment with occasional driving/traveling to different locations. While in the office, will be sitting at a desk or computer terminal for extended periods of time or standing for a period of time. Occasionally needs to move inside the office to access file cabinets, office machinery, etc. Constant use of both hands in reaching/handling/grasping/keyboarding and other fine motor skills while driving and/or performing duties and operating computers. Occasional heavy work includes lifting and carrying up to 40 pounds. Occasionally ascends/descends stairs while maintaining balance. Constant use of all senses including feeling/talking/hearing/seeing while performing duties and communicating with co-workers, general public and completing all tasks as assigned. Must be able to distinguish color and maintain long-term and short-term memory. May work in remote locations or in noisy work area. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

UNUSUAL WORKING CONDITIONS: May come in contact with irate, upset emotionally disturbed, or uncooperative people.   Occasional extension of workday to meet deadlines. Requires driving and/or traveling to a variety of locations for mail/document pick-up and delivery and to attend off-site meetings.

The City of Yakima is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.