SUMMARY: Under general supervision, provides administrative and legal staff secretarial support.

ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.)

DUTIES AND RESPONSIBILITIES:

_ Oversees and coordinates duties of office legal secretarial staff;

_ Provides administrative office support services, including tracking leave, evaluations, self evaluation forms, payroll reporting and distribution of payroll;

_ Updates, revises and maintains department files, records, databases, personnel files, project files and administrative files and records;

_ Monitors staff compliance with proper procedures and forms;

_ Assemble data and draft ordinances, resolutions, agreements, amendments and litigation documents for City Attorneys;

_ Conducts legal and historical research on assigned issues;

_ Plans and coordinates workflow for routine correspondence and legal documents;

_ Transcribes tape dictation, reviews documents for completeness, typographical and formatting errors;

_ Maintain, and reconcile litigation accounting funds, and receive and ledger payments received from restitutions or other collectable debts;

_ Performs routine administrative secretarial duties, including answering and directing telephone calls, sorting, filing and distributing mail, maintaining City Attorney's calendar, and coordinating and arranging travel plans;

_ Provides lobbying support, including arranging meetings, teleconferences, and tracking and distributing legislation and reports for review;

_ Acts as Department Purchasing Liaison, including processing of purchase case statements, purchase requisitions, ordering and maintaining inventory of office supplies, monitoring accounting accuracy and budget expenditures;

_ Assists in preliminary and final budget document preparation;

_ Resolves routine problems encountered in performance of work assignments;

_ Performs other related duties as assigned.

KNOWLEDGE, SKILLS AND OTHER CHARACTERISTICS:

Knowledge of:

_ legal secretarial methods, practices and procedures;

_ researching legal and historical information practices and procedures;

_ general office administrative operations and functions methods and procedures;

_ Business English, spelling, math and legal terminology, forms and procedures;

_ computer hardware, software, and peripheral operation and utilization specific to area of assignment.

Skill in:

_ understanding and following written and oral instructions;

_ accurately transcribing, preparing legal documents and correspondence for the City Attorney and professional staff;

_ utilizing computer software in word processing, spreadsheets, preparing budgets, and researching historical and legal issues;

_ handling and prioritizing multiple tasks;

_ delegating, assigning and reviewing work of assigned staff;

Continued on reverse

_ establishing and maintaining effective working relationships with others.

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT: Vision is required to perform and monitor essential functions, and to complete data entry. Occasional standing, bending, and stooping. Work is performed in an office environment.

MINIMUM QUALIFICATIONS: A High School Diploma or G.E.D., and five (5) years' secretarial experience in a legal environment.

ADDITIONAL REQUIREMENT: An employee in this class is required to live within fifteen (15) miles of the City limits, and within the United States.