Administrative Assistant - Legal

Provides confidential and complex administrative services, including relieving the Department Head of administrative details.  Work involves utilizing independent judgment and discretion in screening calls, visitors, mail, answering and referring requests for information, and performing general public relations duties.  Also includes computer projects and may compose correspondence of a routine nature.

This list may not include all tasks and/or knowledge which may be expected of the employee, nor does it cover all specific duties which may be required. Other duties may be assigned.
 

• Screens incoming calls; provides information on routine inquiries; takes necessary information and complex messages and refers to appropriate person and/or department; prepares work orders and provide follow-up instructions.
• Maintains a filing system on routine and confidential matters; plans and maintains an adequate supply of office materials and supplies.
• Maintains and prepares varied monthly and annual records; initiates purchase orders; verifies receipt of ordered materials; processes bills for payment; assists in preparation of departmental budget; handles travel requests. 
• Assists with maintaining department timekeeping records and scheduling. 
• Assists a visually impaired attorney with document review and preparation. 
• Assists attorneys and paralegals with court matters and pleadings.  Prepares initial drafts of complaints for various matters, including but not limited tax, demolition, liquor, and collection cases.  Files complaints and assists with subpoena requests and compliance. Monitors and tracks litigation. 
• Oversees use tax collection and processing.

General Skill Levels 

Knowledge of:

• Principles of leadership, supervision, training, mentoring, and coaching.
• Modern office practices, procedures and equipment.  
• Business English, spelling and arithmetic. 
• Special vocabulary required by the position.  
• General City operations and organization.  
• Computer programs required by the position.  

• Make responsible decisions in accordance with established policies and procedures.  
• Complete assignments using independent judgment.
• Rearrange, expand, segregate or tabulate printed materials.  
• Handle confidential materials in accordance with legal requirements, administrative direction, and general City policy.  
• Maintain administrative, fiscal, and general records.
• Prepare reports and answer questions from records.  
• Maintain effective working relationships with other employees, City officials, and the public.
• Handle public relations problems with courtesy and tact.   
• Compose correspondence on routine matters.
• Perform complex office management details without assistance.   
• Use modern office equipment, including computers, printers and transcription equipment.

• Graduation from high school or GED including or supplemented by courses in secretarial sciences and office management, procedures and practices. 
• Equivalent combination of education and experience may be accepted.

• None

• Work is primarily performed in an office environment.  There are no extraordinary physical demands on this position.