Legal Secretary IV

Job Posting Open Until Filled

Salary Range: $40,945.05 - $51,181.31

Hiring Department: Law

General Description and Classification Standards

This position is responsible for: 

Creating or sets-up standard file folders for new cases.

General filing

Creating, updates, indexes and manages court documents, pleadings, motions, transactional documents, and correspondence.

Answering general phone calls, inquiries, and requests, and routing to the appropriate party.

Coordinating and assisting deputy with payroll processing documentation for attorneys and support staff employees 

Performing general and advanced secretarial work including case file management and use of appropriate software and technical equipment. 

Managing conference room schedules.

Managing and monitors copy rooms. 

Filing legal documents (printed and electronic) with the courts

Providing coverage for front desk/receptionist area as needed basis. 

Handling mail pick-up, sorting, and distribution as needed. 

Scheduling meetings and depositions

Coordinating business-related travel and assists with submitting reimbursement requests and/or performing reconciliations.

Coordinating with the Legal Operations team to process and manage the payment of vendor invoices including tracking the status of payments via the ATL Cloud

Operating equipment and software for conference room meetings to included video conferences, phone conferences, webinars, etc. 

Providing basic technical assistance and training to team members for commonly used technical devices and software (phone, computer, printer, other)

Escorting guests and clients on visits throughout the legal suite

Operating the Department of Law’s Document Management System with proficiency and provides training on the system to staff as needed. 

Independently completing initial drafts of documents (pleadings, letters, memorandum, transactional documents, etc.)

Actively managing the court calendars and case deadlines for assigned division.

Administering the Department of Law’s procedures regarding process of service.

Drafting agendas for team, client, and division meetings

Providing training to staff on general office procedures related to team needs. 

Designing (creates) and maintains an effective filing system.

Specifically directing clients and the public to the appropriate areas within the City.

Developing initial PowerPoint presentations on behalf of principals.

Assisting with managing the record retention and destruction process for the assigned practice area in collaboration with the City Attorney Group 

May be tasked with supervising or guiding the work product of less experienced staff

Conducting basic legal research

Preparing drafts for attorney review and approval.

Other duties as may be assigned.

Minimum Qualifications 

Associates degree or relevant college or technical/vocational certification; or High School Diploma and four (4) years of working in a legal or office environment.

Preferred Qualifications

Associates degree and six (6) years of highly related work experience in a legal environment.