Administrative Coordinator (Legal Secretary)

• 2 (two) days a week - 8-hour shift
• 3 (three) days a week - 4-hour shift

• Manages the maintenance of records and coordinates the transfer from paper to electronic format;
• Manages the storage and disposal of departmental records in compliance with approved State Auditor schedules;
• Serves as the Law Department’s primary resource person relative to records retention rules and regulations;
• Receives requests for information from the public and provides such information or directs requests to other appropriate department or City personnel;
• Processes payroll, purchase orders and invoices;
• Manages office supply inventory and office equipment maintenance, repair and replacement;
• Makes travel arrangements, processes travel reimbursements and reconciles purchasing card statements;
• Schedules appointments and meetings and works with various departments to make necessary media arrangements; responsible for correspondence;
• Screens visitors and telephone calls to the Law Director;
• Attends meetings, conferences and workshops as requested and authorized;
• Performs related work as required.

• Screens visitors, telephone calls, faxes, mail and messages directed to assigned Law Department personnel;
• Schedules meetings, conferences and appointments for assigned Law Department personnel and handles related travel arrangements, including reservations, advances and reimbursements;
• Receives requests from the public for department-related information and provides such information or directs requests to other appropriate department or City personnel;
• Receives and organizes mail, faxes and messages for the attention of the Law Department and may take actions in response to certain types of communications in accordance with prescribed procedures approved by the Law Director;
•  Drafts and prepares correspondence, memoranda, agendas and time-sensitive narrative and statistical reports as instructed by the Law Director and other assigned department personnel, including notices to victims required by Marsy’s Law;
• Transcribes correspondence, memoranda, minutes and other materials from shorthand notes or dictation equipment;
• Copies, packages and distributes a variety of written materials as requested by the Law Director and other designated department personnel;
• Assists the Hamilton Municipal Prosecutor by preparing motions, subpoenas, discovery requests, and pleadings associated with discovery and trial preparation;
• Reviews, edits, and routes contracts and other legal documents;
• Monitor local, state, and federal dockets;
• Establish and maintain calendar, contact lists, and deadline reminder systems;
• Assemble and organize Law Department files and records electronically and manually;
• Process payroll and invoices for the Law Department and other departments as assigned;
• Performs various clerical duties;
• Manages office supplies and materials;
• Assist with drafting proposals on behalf of the City to unions during the collective bargaining process; handles sensitive files and information related to collective bargaining and labor disputes;
• Maintain confidentiality of sensitive information in accordance with legal standards;
• Travel between Hamilton Municipal Building and Hamilton Justice Center on a daily basis to ensure  management of various Law Department administrative functions at both locations;
• Attends meetings, conferences and workshops as requested and authorized;
• Good knowledge or ability to quickly learn administrative processes related to municipal law, torts, contracts, civil rights, real property, corporations, business entities and probate;
• Good knowledge or ability to quickly learn the principles, practices, methods, materials and references utilized in legal research;
• Good organizational skills with a focus on clerical accuracy;
• Skill in the original composition, editing, proofreading and final preparation of written administrative and legal materials and documents;
• Working knowledge of the litigation process and general court operations;
• Ability to communicate well with others, both orally and in writing;
• Ability to establish and maintain effective working relationships with other City employees, supervisory personnel and the general public;
• Ability to make decisions in accordance with established policies and procedures;
• Ability to independently solve problems within assigned areas of responsibility;
• Perform related work as required.

• Thorough knowledge of the philosophies, principles and practices of public administration with an emphasis on management, organization and customer service;
• Thorough knowledge of municipal organization and the functions of and relationships within the municipal government and with state, county and federal levels of government;
• Considerable knowledge of the elementary principles of governmental accounting;
• Comprehensive knowledge of record maintenance policy and procedures;
• Proficiency in Microsoft Office Products and other applicable office software i.e. Google applications;
• Proficient in composing, editing, proofreading, and preparing written materials with exceptional attention to detail;
• Skilled in assembling numerical data and generating statistical reports;
• Demonstrates exceptional ability to establish and manage intricate clerical records and files, producing written reports from such information;
•  Autonomously organizes and coordinates a diverse range of materials, human schedules, and supportive actions;
• Capable of handling a wide variety and high volume of complex tasks concurrently, even under the pressure of fixed time deadlines; 
• Executes work with speed, accuracy, and meticulous attention to detail;
• Independently makes decisions in accordance with established policies and procedures;
• Solves problems within assigned areas of responsibility with autonomy and efficiency;
• Possesses comprehensive knowledge of City procedures and policies;
• Analyzes technical or administrative problems, develops solutions, and administers recommendations effectively;
• Exceptional organizational skills, enabling quick and effective prioritization and adaptation to constantly evolving areas of focus;
• Conducts directed research and prepares subsequent reports or presentations with precision;
• Exhibits excellent abilities in organizing and coordinating projects;
• Comprehensive knowledge of the Civil Service processes and procedures;
• Ability to pre-screen employment applications and participate in interviews and candidate selection;
• Exceptional ability to establish and maintain effective working relationships with other City employees, Department Heads, Division Heads and other supervisory personnel, members of the City Council, representatives of other governmental agencies and the general public;
• Ability to communicate well with others, both orally and in writing;
• Notary Public certification;
• Exceptional ability to handle confidential information with tact and discretion;

Minimum Qualifications

• High School Diploma or GED; and
• 3 years or more of administrative support experience.
• Law Department only - Three (3) years of experience in legal or secretarial position.