Executive and Legal Assistant

The below list is intended to be illustrative of the responsibilities of the position and not all encompassing. The Town may change these duties at any time.

• Prepares, proofreads, and processes legal and routine correspondence, ordinances, resolutions, Town Board agenda items, legal pleadings and other documents requiring knowledge of legal format, legal terminology, and municipal procedures ensuring standardized format and procedures are utilized.
• Maintains Town or departmental website, updates and distributes documents including Town Attorney standard legal forms, organizing content and ensuring accuracy of information.
• Performs routine administrative duties, including answering the telephone and screening calls and visitors, maintaining Attorney daily schedule, receiving and processing mail, ordering office supplies, and scheduling and coordinating internal and external meetings, events and travel.
• Maintains an understanding and working knowledge of Town policies, procedures, and ordinances.
• Works on complex special projects as the need arises and handles routine, complex and confidential inquires.
• Prepares reports, memos, presentations, news releases, mailings, correspondence, and confidential and legal documents; maintains and organizes complex electronic and paper records and files.
• Maintains departmental finances, prepares and monitors the Town Administration and Town Attorney budgets under the oversight of the Town Administrator and Town Attorney, acts as the primary point of contact for budgetary matters within the departments, processes purchase orders and payments, and interacts with vendors and Finance department.
• Takes and distributes minutes for staff and ad-hoc committee meetings, as needed.
• Files court pleadings and arranges for service of pleadings; follows up on return of service.
• Stocks, organizes, and maintains the law library.
• Notarizes documents for Town staff.
• Manages, reviews and files documents using the Town’s electronic document management system in accordance with Town records retention schedules in coordination with the Town Clerk.
• Proposes and, with approval, implements process improvements as directed by the Town Administrator and Town Attorney.
• Maintains a working relationship with other municipal entities and other agencies such as Colorado Municipal League.
• Maintains a complete database of all projects, status and deadlines; assists with project completion as assigned. Monitors requests from Attorney clients for urgency and prioritizes requests for Attorney attention as appropriate.
• Serves as the departmental expert on process, policies and functions.
• Performs other related work as required or assigned.

• High school diploma or equivalent (GED).
• An Associate’s degree in a related field and three years of advanced clerical, administrative or secretarial experience in a professional office setting.
• At least two years of specialized legal experience is preferred.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The requirements listed below are representative of the knowledge, skill, and/or ability required:

• Thorough knowledge of modern office practices and procedures, including business correspondence, filing, and standard office equipment operation.
• Advanced proficiency with computer applications including Microsoft Office, Google Drive, and pdf editors. Ability to master new computer applications quickly and, occasionally, show others how to use them.
• Skill at communicating effectively in English, both verbally and in writing utilizing business English style, grammar, spelling and punctuation.
• Considerable knowledge of departmental and organizational activities.
• Working knowledge of bookkeeping and accounting methods.
• Knowledge of municipal government generally and the functions and responsibilities of Town Administration and Town Attorney’s office.
• Ability to exercise initiative and independent judgment and to react resourcefully under varying conditions.
• Ability to establish and maintain effective working relationships with employees, other agencies and the general public.
• Skill at balancing constantly changing priorities and reassignments and handling and prioritizing multiple tasks concurrently, while maintaining effective working relationships.
• Ability to maintain confidentiality and make frequent judgments regarding appropriate responses to questions and situations.
• Ability to compile and maintain complex and extensive records and files.
• Ability to prepare written documents with a high degree of accuracy and at a speed sufficient to accommodate a heavy work load.
• Ability to work independently and use sound judgment.
• Skill at performing with integrity, demonstrating honesty and sensitivity to ethical issues, and avoiding actual or apparent impropriety.
• Skill at understandings and following oral and written instructions, either precise or, when imprecise, using sound judgment to fill in gaps.
• Skill at working both in a quiet, independent environment and in an energetic, social environment, and at transitioning between the two as circumstances change.
• Ability to provide excellent customer service to internal and external stakeholders.
• Ability to communicate effectively, both verbally and in writing, and follow oral and written instructions.