City Attorney Secretary

JOB
Under the direction of the City Attorney. This position is responsible for a variety of paralegal tasks to assist the City Attorney and staff.

EXAMPLE OF DUTIES
Performs a variety of paralegal tasks to assist City Attorney/staffConducts legal research and drafts routine/standard documents for City Attorney or Assistant ProsecutorsEstablishes/ maintains court case filesContacts courts, police department, administrative agencies, etc. to obtain documentation and information necessary for case preparationTracks/maintains chain of custody for evidence used for case preparation and returns evidence to custodianUnder attorney’s signature drafts legal documents/forms (e.g., contracts, agreements, right-of-ways/annexations); under attorney’s signature prepares/files prosecution related court documents (e.g., memoranda, motions)Maintains calendar of court hearing dates/filing deadlines for briefs, subpoenas, and other documentationSeeks, obtains, and documents approval of continuancesTracks status of new prosecution casesPrepares log of closed cases and records final disposition for Police Department and Bureau of Criminal Identification and InvestigationPerforms daily check of new arrest documentationPerforms criminal history inquiries; prepares drafts of legislative requests, resolutions, and City ordinances for City AttorneyTracks all legislation to ensure all paperwork is completed when ordinance is passed (e.g., purchase orders are opened, contracts are signed and delivered)Compiles data for various project studies (e.g., domestic violence, prosecution case loads) Preparation and approval of leave requests (in consultation with City Attorney) and time sheets for payroll purposesReviews/summarizes office fiscal/operational reportsResearches data for budget preparation; assists with writing budget justification reportMonitors office spending and maintains recordsSupervises preparation of purchase orders for City AttorneyMaintains attorneys CLE compliance and registration requirementsCommunicates decisions, policies, and assignments to staffPrepares, maintains, and secures sensitive/confidential material (e.g., municipal court records, arrest documentation, drug analysis, chemist affidavits)Maintains computerized legal data base (e.g., court cases, attorney/prosecutor opinions)Oversees, updates code books/loose leaf servicesPrepares/mails discovery request responses, continuation entries, etcComposes/types correspondence; keeps calendar for City Attorney/Assistant City Prosecutors; makes meeting and travel arrangements for City AttorneyPrepares/distributes meeting minutes; prepares records retention/disposal scheduleHandles sensitive telephone calls from attorneys, police officers, elected officials, City staff, angry citizens, etcCopies and distributes City Attorney opinions to elected officials and appropriate staff membersAnswers telephone and screens calls; greets/directs visitors; maintains files and retrieves information; prepares routine forms; arranges record transfersRemains informed of current developments and procedures pertinent to dutiesParticipates in staff development activities and services review proceduresAttends staff meetings and supervisory conferencesMaintains required licenses and/or certificatesMeets all job safety requirements and all applicable OSHA safety standards that pertain to essential functions.Demonstrates regular and predictable attendancePerforms other duties as assigned

SUPPLEMENTAL INFORMATION
Knowledge of: Case preparation, docket assignments, and inventory controlDatabase management; federal, state, and municipal laws and/or regulations*Department goals and objectives;* department policies and procedures;* public relations; community resources and services*Legal terminology;* court filing procedures;* office practices and proceduresEnglish grammar and spellingRecords managementSupervisory principles and practicesOffice management; project managementSkill in: Computer operation; use of modern office equipmentAbility to: Apply management principles to solve agency problems; define problems, collect data, establish facts, and draw valid conclusionsUnderstand, interpret, and apply laws, rules, or regulations to specific situationsUpdate code books and loose leave publicationsReceive and distribute mailDetermine material and equipment needsCalculate statisticsProofread technical materials, recognize errors, and make correctionsUse proper research methods to gather dataPrepare documents as requiredUnderstand a variety of written and/or verbal communicationsGather, collate, and classify information; maintain records according to established proceduresWork alone on most tasksCooperate with co-workers on group projectsAnswer routine and non-routine telephone inquiriesHandle sensitive inquiries from officials and general publicDevelop and maintain effective working relationshipsResolve complaintsPrioritize, organize, and work independentlyWorking Conditions: Work is performed in a normal office environment.