Legal Assistant

                               RESUMES WILL NOT BE ACCEPTED IN LIEU OF AN APPLICATION

IMPORTANT INFOMRATION: Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received or until the position has been filled. This recruitment may close at any time without notice. This is an At-Will and full-time position.

Application Process:  Human Resources staff will review all applications material. Applicants who submit a complete application and clearly meet the needs of the City in terms of training, experience, education, and other job-related characteristics, will be inviting to participate in the hiring selection process.  This process will include an evaluation and initial screening of the standard on-line City application and responses to the Supplemental Questions, to determine which candidates progress to the next phase. The subsequent selection process will include a panel interview.   


EQUAL OPPORTUNITY EMPLOYER: The City of Seaside provides outstanding services to the public and is deeply committed to a community and workforce that is inclusive, equitable, and diverse. We welcome and encourage applications from all qualified applicants, including underrepresented minorities that contribute to the diversification and enrichment of ideas and perspectives. The City of Seaside does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or based on an individual’s status in any group of class protected by applicable federal, state or local law

Definition

Under minimal supervision, performs a variety of general legal office work in which assignments and procedures are indicated in general terms, but require the use of independent judgement; provides technical and office administrative duties in support of the City Attorney’s Office, including the provision of varied and complex office duties; and performs related work as required. This is a confidential position.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the City Attorney. May provide functional direction to lower-level administrative support positions.

CLASS CHARACTERISTICS

This is a single-position classification. It is distinguished from other administrative support classes in that the position provides highly technical and sensitive support to the City Attorney. Responsibilities require the exercise of independent judgment, technical knowledge of the specific area of assignment and of overall City activities.

Examples of TYPICAL JOB FUNCTIONS   (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Performs a wide variety of legal secretarial and administrative duties as required by daily operations in the City Attorney’s office including preparing and processing legal documents (pleadings, briefs, orders, motions, legal memoranda, etc.).
• Performs filing and organizational tasks daily.
• Conducts legal research under the direction of the City Attorney; explains City Codes, legal policies and procedures; provides information upon inquiry.
• Interfaces with the Monterey Superior Courts and other courts to obtain hearing dates, performs court filings and arranges for service of process. 
• Represents the City to the public, businesses, Council Members and other agencies at the request of the City Attorney.
• Receives and screens communications to the City Attorney including telephone calls and e-mail messages, and provides assistance using independent judgment to determine those requiring priority attention; prioritizes, channels, and facilitates communication from department heads, department coordinators, and the City Manager’s office.
• Calendars litigation-related dates and deadlines; coordinates office activities and schedules; develops and recommends office procedures and systems; ensures smooth office operations.
• Reviews and summarizes miscellaneous reports and documents; prepares background documents as necessary.
• Maintains accurate and detailed records, verifies accuracy of information, researches discrepancies, and records information. 
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies policies and procedures in determining completeness of documentation, records, and files.
• Prepares, copies, collates, uploads and distributes a variety of documents, including agendas, bid packages, contracts, informational packets, reports, correspondence, and specifications; ensures proper filing of copies in departmental or central files. 
• Organizes, coordinates, maintains, and updates departmental record systems; enters and updates information with office activity, files, and report summaries; retrieves information from systems as required. 
• Researches and analyzes routine administrative projects for the City Attorney and City Council; prepares first draft reports on routine administrative matters.
• Receives and distributes incoming mail; reviews and evaluates mail to identify those items requiring priority attention of the City Attorney.
• Verifies financial data; processes payables; assists in the preparation and monitoring of budgets.
• Independently responds to letters and general correspondence of a routine nature.
• Makes travel arrangements for the City Attorney; maintains appointment schedules and calendars; and arranges meetings and conferences.
• Attends Management, City Council committee and other meetings and take minutes, as directed by the City Attorney.
• Performs other duties as assigned. 

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.   A typical way to obtain the required qualifications would be:

Equivalent to completion four (4) years of office administrative experience reporting to a high-level manager with at least two (2) years' experience working in a legal office or four (4) years of Executive Assistant experience.  Completion of a four-year degree is highly desirable. 

 Licenses and Certifications:

• Possession of a valid California Class C Driver’s License at time of hire.
• Complete or start notary public certification within one year of hire.
• Completion of an approved Paralegal Program is highly desirable.

Qualifications

Knowledge of:

• Legal terminology and the forms, software, and documents used in legal clerical work.
• Research practices and programs.
• Confidential practices and techniques.
• Legal procedures and practices involved in proof-reading and reviewing, processing, and filing a variety of legal documents used in Civil and criminal litigation, administrative matters, and small claims court.
• Knowledge of organizational, filing and tracking systems.
• Creative and innovative techniques for performing assignments.
• Business correspondence formatting.
• Basic mathematical computations, accounting and record keeping.
• Basic budgeting theories and principles.
• High proficiency with modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
• Computer applications related to the work, including virtual meeting platforms, and technology advanced software and applications.
• English usage, grammar, spelling, vocabulary, and punctuation. 
• Techniques for dealing effectively with the public, vendors, contractors and City staff, in person and over the telephone.

Ability to:

• Ability to build relationships with staff at all levels, as well as external contacts.
• Perform technical, specialized, complex and difficult office administrative work requiring the use of independent judgment.
• Interpret and implement policies, procedures and computer applications related to the department or organizational unit to which assigned.
• Analyze and resolve office administrative and procedural problems.
• Perform basic research and preparing reports and recommendations.
• Ability to manage short and long-term projects, set milestones, and follow up with stakeholders.
• Use initiative and independent judgment within established policy and procedural guidelines.
• Provide complex office administrative support in the areas of procurement, budgeting, report preparation and staff communication.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate modern office equipment including computer equipment and specialized software applications programs.
• Maintain strict confidentiality.
• Use English effectively to communicate in person, over the telephone and in writing.
• Ability to make decisions on behalf of executive when needed, especially with involving routine matters.
• Comfortable with public speaking, providing presentations and leading small groups.

Physical Demands

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.  This is primarily a sedentary office classification although standing and walking between work areas may be required.   Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment.  Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

Environmental Elements

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.  Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing city policies and procedures.