Legal Assistant

at  Seaside California

EDUCATION AND EXPERIENCE:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to completion four (4) years of office administrative experience reporting to a high-level manager with at least two (2) years’ experience working in a legal office or four (4) years of Executive Assistant experience. Completion of a four-year degree is highly desirable.

Licenses and Certifications:

• Possession of a valid California Class C Driver’s License at time of hire.
• Complete or start notary public certification within one year of hire.
• Completion of an approved Paralegal Program is highly desirable.

QUALIFICATIONS

Knowledge of:

• Legal terminology and the forms, software, and documents used in legal clerical work.
• Research practices and programs.
• Confidential practices and techniques.
• Legal procedures and practices involved in proof-reading and reviewing, processing, and filing a variety of legal documents used in Civil and criminal litigation, administrative matters, and small claims court.
• Knowledge of organizational, filing and tracking systems.
• Creative and innovative techniques for performing assignments.
• Business correspondence formatting.
• Basic mathematical computations, accounting and record keeping.
• Basic budgeting theories and principles.
• High proficiency with modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
• Computer applications related to the work, including virtual meeting platforms, and technology advanced software and applications.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for dealing effectively with the public, vendors, contractors and City staff, in person and over the telephone.

CONTINUING EDUCATION:

1. Tuition Reimbursement: Up to $3,000 per fiscal year for qualifying course work.
2. Educational Incentive Pay: Up to 6% for qualifying degree programs and continuing education.
   For more information, visit the City’s website.

Examples of TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Performs a wide variety of legal secretarial and administrative duties as required by daily operations in the City Attorney’s office including preparing and processing legal documents (pleadings, briefs, orders, motions, legal memoranda, etc.).
• Performs filing and organizational tasks daily.
• Conducts legal research under the direction of the City Attorney; explains City Codes, legal policies and procedures; provides information upon inquiry.
• Interfaces with the Monterey Superior Courts and other courts to obtain hearing dates, performs court filings and arranges for service of process.
• Represents the City to the public, businesses, Council Members and other agencies at the request of the City Attorney.
• Receives and screens communications to the City Attorney including telephone calls and e-mail messages, and provides assistance using independent judgment to determine those requiring priority attention; prioritizes, channels, and facilitates communication from department heads, department coordinators, and the City Manager’s office.
• Calendars litigation-related dates and deadlines; coordinates office activities and schedules; develops and recommends office procedures and systems; ensures smooth office operations.
• Reviews and summarizes miscellaneous reports and documents; prepares background documents as necessary.
• Maintains accurate and detailed records, verifies accuracy of information, researches discrepancies, and records information.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies policies and procedures in determining completeness of documentation, records, and files.
• Prepares, copies, collates, uploads and distributes a variety of documents, including agendas, bid packages, contracts, informational packets, reports, correspondence, and specifications; ensures proper filing of copies in departmental or central files.
• Organizes, coordinates, maintains, and updates departmental record systems; enters and updates information with office activity, files, and report summaries; retrieves information from systems as required.
• Researches and analyzes routine administrative projects for the City Attorney and City Council; prepares first draft reports on routine administrative matters.
• Receives and distributes incoming mail; reviews and evaluates mail to identify those items requiring priority attention of the City Attorney.
• Verifies financial data; processes payables; assists in the preparation and monitoring of budgets.
• Independently responds to letters and general correspondence of a routine nature.
• Makes travel arrangements for the City Attorney; maintains appointment schedules and calendars; and arranges meetings and conferences.
• Attends Management, City Council committee and other meetings and take minutes, as directed by the City Attorney.
• Performs other duties as assigned.