City Attorney Administration - Administrative Assistant - Legal

GENERAL DESCRIPTION

Under general supervision, to perform a variety of complex and advanced legal secretarial, legal, and administrative assistant functions in support of the City’s legal department and the City Attorney’s Office.

SUPERVISION EXERCISED

This position exercises no supervision.

IMPORTANT AND ESSENTIAL DUTIES

Screen visitors, calls, and mail; receive, resolve, and process inquiries in a courteous and professional manner.

Schedule appointments and make travel reservations as necessary for Legal staff.

Maintain detailed records and filing systems both electronically and manually.

Prepare routine or complex special reports.

Assist in legal research as required including compiling, preparing, and providing research and statistical reports through various resources.

Compose and type correspondence and memoranda; transcribe digitally recorded material; be cognizant of deadlines associated with various responsibilities to ensure deadlines are met.

Gather and organize budget information.

Receive and account for public funds.

Assist in preparation for trials, hearings, mediations, depositions and other legal proceedings as necessary.

Process payment vouchers, check requests, purchase orders and other financial documents.

OTHER JOB RELATED DUTIES

Perform other job related duties and responsibilities as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

Business English, spelling, punctuation, and vocabulary.

Office practices, procedures, and equipment.

Various computer software including Microsoft Office Suite.

Skill to:

Maintain confidentiality of sensitive information and data.

Manage multiple priorities simultaneously.

Organize and maintain a law library.

Operate office equipment including computer equipment.

Ability to:

Understand and follow complex oral and written instructions.

Organize and maintain case files, records, and filing systems.

Understand legal concepts.

Compose routine and technical letters and memoranda.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.

Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.

Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.      

Experience and Training Guidelines:

For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying.  Knowledge, skills, and abilities may be obtained through:

Experience:

Previous administrative assistant office experience required.

Previous legal office experience is preferred.

Education/Training:

A high school diploma or GED is required. 

A bachelor’s degree or supplemental training and/or education related to the position is preferred.

License or Certificate:

A valid Texas driver’s license, the ability to obtain one within ninety (90) days of employment, or a military waiver is preferred.

Certification by the National Association of Legal Secretaries is preferred.

Special Requirements:

Essential duties require the following physical skills and work environment:

With or without accommodation, the “X” indicates the overall strength demand of the position during a typical workday:

___     Sedentary – lifting of no more than 10 pounds

___     Light – lifting no more than 20 pounds; carrying up to 10 pounds

_X__   Medium – lifting no more than 50 pounds; carrying up to 25 pounds

___     Heavy – lifting no more than 100 pounds; carrying up to 50 pounds

___     Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds.

Physical Demand Codes:  The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:

Codes for how often:

N         =          No

E         =          Extensive (100 – 70% of the time)

M         =          Moderate (60 – 30% of the time)

I           =          Infrequent (20 – 10% of the time)

A         =          Almost Never (<10% of the time)

Code / Task

_I__    Standing

_E__   Sitting

_A__   Walking

_I__    Lifting

_I__    Carrying

_A__   Pushing/Pulling

_A__   Overhead Work

_M__  Fine Dexterity

_I __   Kneeling

_A__   Crouching

_N__  Crawling

_A_     Bending

_A__   Twisting

_A__   Climbing

_A_     Balancing

_E__   Vision

_E _    Hearing

_M _   Talking

___     Other:  _____________________