Administrative Support II - Legal

"Applicants must be currently authorized to work in the United States on a full-time basis."

Position Overview

Essential Duties and Responsibilities

Administrative Duties

• Performs responsible legal secretarial, administrative support, and clerical work with accuracy and speed in support of the City Attorney’s Office; types and proofreads a wide variety of reports, letters, memoranda, forms, pleadings, resolutions, ordinances, notices, and contracts from rough draft, verbal instructions or using various software applications; composes routine letters and reports as assigned.
• Opens and maintains electronic case files; redacts confidential criminal justice information and disseminates discovery for defendants and their attorneys.
• Maintains accurate and detailed calendar of events, due dates, and schedules as they relate to assigned areas.
• Assists in the development of forms, worksheets, and record keeping systems for the collection, dissemination, and maintenance of appropriate information.
• Prepares, verifies, and reviews forms and reports for completeness and conformance with established regulations, policies, and procedures; completes a variety of forms.
• Drafts legal documents including but not limited to complaints and affidavits, subpoenas, proposed orders, jury instructions, briefs, motions, responses, petitions to revoke, and other legal documents as needed.
• Assists attorneys in preparing for trials, hearings, and other court appearances as needed. Organizes key evidence and prepares trial notebooks, exhibits and any additional materials for trial.
• Compiles, reviews, and redacts 911 calls and recorded victim/witness statements.
• Researches cases in multiple database systems for disposition of evidence.
• Electronically files documents in relevant courts; monitors notifications for assigned prosecutor.

• Receives calls and visitors; responds to general complaints and requests for information from the public; interprets basic services, policies, rules and regulations in response to inquiries and complaints; assists in the resolution of concerns and complaints; refers inquiries to appropriate staff; routes calls and takes messages as appropriate.
• Establishes and maintains a complete set of record keeping systems including logs, calendars, chronological records, forms, and reports to ensure accuracy and easy retrieval of information.
• Reviews correspondence directed to assigned staff; prepares written responses as directed.
• Prepares summaries and reports as assigned.
• Prepares packets of information and data-gathering materials for assigned area; duplicates, collates, and distributes materials.
• Attends and participates in staff meetings and related activities; attends workshops, conferences, and classes to increase professional knowledge.
• Collects money from individuals for documents requested; notes payments received in various record keeping systems.

Qualifications and Skills

Required Qualifications and Skills:

• High school diploma or GED
• Three (3) years of responsible administrative, clerical, or secretarial experience
• Must have strong interpersonal skills
• Must have the ability to operate personal computers and advanced proficiency with Adobe Acrobat and Microsoft Office applications including Word, Excel, Outlook, and other various programs
• Must be able to pass a State and Federal background, fingerprinting upon hire, and CJIN certification on a bi-annual basis.

• One (1) year legal secretarial experience
• The City Attorney’s Office uses Prosecutor by Karpel (PbK) for online database/record keeping. Prior knowledge of this system is not required but is preferred
• An active Notary Commission is preferred and can be obtained post-hire

Physical Demands and Working Conditions