Legal Assistant

The City of Sequim's Legal Department is seeking a dedicated and detail-oriented Legal Assistant to help fulfill our mission: to use the law to protect and promote sound public policy. As a key member of our team, the successful candidate will work closely with Legal and Clerk staff by supporting essential administrative processes and delivering exceptional service to internal and external customers.

The Legal Assistant performs a wide variety and broad range of confidential administrative tasks in support of the City Attorney’s and City Clerk’s Offices. The City Clerk’s Office is a division of the Legal Department. The Legal Assistant operates with a moderate amount of supervision and is intended to serve as a support person for the Legal Department and reports to the City Attorney.

1. Primary responsibility for answering phones for the Legal Department; performs front desk and reception duties; communicates with people seeking to speak with the City Attorney or the City Clerk, taking, referring, and handling incoming messages; answers questions and responds to requests as appropriate; explains internal procedures to interested parties as appropriate.
2. Performs general clerical tasks, such as filing, scheduling appointments and meetings, preparing documents or items for mailing; picking up mail and distributing within the Legal Dept. as appropriate; receives and properly codes department-related billing; promptly transmits coded invoices to Finance Department.
3. Assists Paralegal in drafting/reviewing City contracts for compliance with federal and Washington State laws and regulations and compliance with City guidelines and procedures, including managing and maintaining contracts log.
4. Assists Paralegal in municipal code updates, including drafting and reviewing ordinances and other documents necessary for City adoption.
5. Assists Records Officer/Risk Analyst with risk pool claims to include gathering staff/witness testimony and supporting documentation, preparing agendas and materials and gathering data for the City’s risk management meetings.
6. Assists City’s ADA Coordinator, including preparation of initial responses to complaints, coordinates and assists in investigations, assists with developing and maintaining compliance notices and efforts, and other associated tasks.
7. In the City Clerks’ absence, serves as back-up for Council meetings, including without limitation, preparing minutes and attending Council Agenda Planning meetings.
8. Assists the City Clerk in City Council packet preparation, surplus procedures, website/technology matters, administrative needs for City Council.
9. Assists with ensuring compliance with State Archivist records retention schedule requirements for the Legal Department.
10. Assists Paralegal in preparing and reviewing legal holds and other projects, tasks, duties as appropriate.
11. Assists Paralegal in gathering and summarizing research data, such as statutes, decisions, legal articles, codes, and documents as required by the City Attorney.
12. Communicates with City staff regarding the status of cases, providing information without crossing bounds into “legal advice.”
13. Assists in compiling and submitting budget and work plan information to management and Finance.
14. Performs other duties as assigned; including filling in for other City staff as appropriate.

KNOWLEDGE, SKILLS AND ABILITIES

1. Knowledge of: general office procedures and equipment, including multi-line phone system, copy machine, fax machine, scanners, etc.; legal duties and limits (i.e., restriction on “legal advice,” practice of law). 
2. Skills in: critical thinking; reading and understanding federal and Washington State laws, rules, regulations, and case law.
3. Ability to: independently identify problems using data and propose appropriate solutions; effectively set priorities, organize workload, handle multiple responsibilities, and meet deadlines; handle multiple interruptions and adjustments to priorities throughout the day while maintaining sustained attention to detail; weigh options and foresee consequences of decisions and take personal responsibility for actions.

1. Use Technical/Functional Expertise: Displays an appropriate depth of knowledge and skills as required for the position and commensurate with the time in class. Uses technology as appropriate for the position. Seeks additional knowledge and information to continually enhance knowledge in areas of specialty.
2. Be Accountable for Performance: Actively shows responsibility, reliability, and trustworthiness. Ensures work and information are complete and accurate. Admits mistakes and looks for ways to improve. Models self as dependable and reliable. Follows up with others to ensure agreements and commitments have been fulfilled. Values the importance of team and organizational success. Independently takes action to influence events, to improve own or organizational performance and to promote the goals of the organization.
3. Provide Excellent Customer Service: Anticipates, assesses, and responds effectively to the needs of diverse customers, both internal and external, providing consistently excellent service that is timely, accurate, courteous, and respectful.
4. Communicate Effectively: Uses verbal and written skills effectively to ensure that information is successfully shared throughout the organization. Relates well to a range of people. Shows sensitivity to the needs of others. Demonstrates ability to build rapport and facilitates mutual understanding.
5. Work Safely: Knowledge and application of relevant safety requirements that apply to the specific work being done. Recognizes and mitigates safety hazards on the job. Observes rules and regulations to comply with personal and workplace safety standards. Works to create a hazard-free, accident-free environment.

1. Balances the need for autonomy with the benefits of mutual interdependence.
2. Values collaboration over individual accomplishments.
3. Understands that trust among team members is fundamental to fostering a collaborative environment and delivering an outstanding work product.
4. Seeks feedback and creative solutions from others.
5. Creates a work environment that facilitates information sharing and collaborative problem-solving.
6. Motivates others and is motivated by working for the common good of the organization and its customers.

1. Responsive Advice
2. Creative Advocacy
3. Details Matter
4. Constructive and Respectful Dialogue
5. Encourage Teamwork

WORKING CONDITIONS
Work is performed in a fast-paced office setting. The employee may be required to sit at a workstation for extended periods, frequently using a computer and/or the phone. This individual must have the ability to see and hear at a normal level with accommodation; verbally communicate in person and by telephone; stand, walk, and drive as needed throughout the day; and occasionally lift and carry parcels weighing up to 25 pounds.

The physical demands described above are representative of the essential functions of this job. The employee must have the ability, with or without accommodation, to successfully perform these functions.