Administrative Legal Assistant-Police

CITY OF MYRTLE BEACH, SOUTH CAROLINA

The purpose of this classification is to provide administrative support in the daily operation of a high volume legal services department, including preparing and processing a variety of complex and confidential reports, forms, and correspondence, typically relating to Freedom of Information Act (FOIA) requests.

The following duties are normal for this position.  The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.  Other duties may be required and assigned.

Enters new FOIA requests into the FOIA database utilizing the agency's FOIA tracking system; makes assignments of FOIA requests; completes FOIA requests and creates responses; reviews cases with leadership before approval and release; provides documents to end-users in consumable and useable formats.

Makes fee determination recommendations and drafts correspondence.

Conducts and concludes searches for responsive documents; Analyzes data collected to produce formal request responses; reviews documents and redacts information that requires protection through the use of redaction software.

Prepares and files a variety of records and documents; maintains office files and oversees filing procedures as necessary.

Prepare routine correspondence.

Works on special projects related to FOIA processing; works with the City Attorney’s Office, City’s FOIA Coordinator, and Departmental resources to develop improved performance in FOIA responses.

Performs client support functions in person, by telephone, by email, or by mail; provides information or assistance regarding department services, activities, forms, procedures, or other issues; responds to routine questions and complaints; researches problems and initiates problem resolution; refers complaints/problems to appropriate personnel.

Processes a variety of documentation associated with department operations within designated timeframes and per established procedures; receives, reviews, records, creates, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; files, maintains, and stores hardcopy and digital records. 

Maintains file system of various files/records; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with state guidelines and departmental record retention requirements.

Maintains inventories of supplies, forms, and equipment; ensures availability of adequate supplies to complete work activities; prepares purchase requisitions for needed materials, equipment, and supplies; receives/distributes incoming supply shipments.

Researches, compiles, and/or monitors administrative or statistical data pertaining to department operations; summarizes data, performs routine data analysis, and prepares reports; conducts research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed.

Distributes documentation between department/staff members; operates fax machine to send/receive documentation; distributes/delivers incoming faxes, subpoenas, mail, email, or other documentation to appropriate personnel; opens, and/or distributes incoming mail; processes outgoing mail; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.

Prepares, types, proofreads, and/or completes various forms, reports, correspondence, lists, logs, notices, schedules, calendars, purchase orders, requisitions, incident/accident reports, agendas, minutes, charts, graphs, spreadsheets, or other documents.

Receives various forms, reports, correspondence, logs, applications, invoices, purchase orders, personnel forms, work orders, policies, procedures, directories, reference materials, or other documentation; reviews, completes, proofreads, processes, forwards or retains as appropriate.   

While maintaining confidentiality, communicates with City officials, department heads, City employees, the public and outside businesses and agencies as needed to coordinate work activities, review status of work, exchange information, resolve problems, or give/receive advice/direction.

Prepares and maintains all information and documentation confidentially and securely. Maintains ongoing contact and active communication with internal and external customers.

Enters and updates all relevant information in case management software system. Utilizes City phone and voice mail system; 

Operates a personal computer, telephone, general office equipment or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software.

Participates in various committees. 

Performs other related duties as required, requested and assigned..

High school diploma or GED; supplemented by college-level coursework in paralegal services, bookkeeping, office technology, and computers; three (3) year(s) of experience in office administration and clerical work. Some departments may require possession of a valid driver’s license.   May require certification as a Notary Public.

COMPETENCIES

Core Competencies

These competencies are identified by City of Myrtle Beach leadership and must be demonstrated by all employees across the organization.

• Self-Development - Is personally committed to and actively works to continuously improve him/herself; understands that different situations and levels may call for different skills and approaches; works to deploy strengths; works on compensating for weakness and limits
• Integrity and Trust - Is widely trusted; is seen as a direct, truthful individual; can present the unvarnished truth in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn't misrepresent him/herself for personal gain
• Ethics and Values - Adheres to an appropriate and effective set of core values and beliefs during both good and bad times; acts in line with those values; rewards the right values and disapproves of others; practices what he/she preaches
• Customer Focus - Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect
• Public Service - Demonstrates the competency of public servant by serving the needs of our community and going the extra mile to ensure our residents are taken care; shows attention to small details
• Approachability - Is easy to approach and talk to; spends the extra effort to put others at ease; can be warm, pleasant and gracious; is sensitive to and patient with the interpersonal anxieties of others; builds rapport well; is a good listener; is an early knower - getting informal and incomplete information in time to do something about it

Job Specific Competencies

These competencies are specific to the essential functions of this job

• Managing and Measuring Work - Clearly assigns responsibility for tasks and decisions; sets clear objectives and measures; monitors and processes progress and results; designs feedback loops into his work
• Interpersonal Savvy - Relates well to all kinds of people - inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations comfortably
• Organizing - Can marshal resources (people, funding, material, support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and files in a useful manner
• Composure - Is cool under pressure; does not become defensive or irritated when times are tough; can be counted on to hold things together during tough times; can handle stress; is not knocked off balance by the unexpected; doesn't show frustration when resisted or blocked; is a settling influence in a crisis
• Action Oriented - Enjoys working hard; is action oriented and full of energy for the things he/she sees as challenging; not fearful of acting with a minimum of planning; seizes more opportunities than others

Data Utilization:  Requires the ability to review, classify, categorize, prioritize, and/or analyze data.  Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.  

Human Interaction:   Requires the ability to act as a first-line supervisor, including instructing, reviewing work, maintaining standards, and coordinating activities.  Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.

Equipment, Machinery, Tools, and Materials Utilization:  Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. 

Verbal Aptitude:  Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude:  Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reasoning:  Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning:  Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.

Physical Ability:  Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds, and visual cues or signals.  Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

The City of Myrtle Beach, South Carolina is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.