Administrative Administration IV

Description

The position of Administrative Assistant IV (Legal Secretary) handles paralegal, administrative, and secretarial duties. Drafts legal instruments and documents such as releases, affidavits, contracts, leases, interrogatories, requests for admissions, requests for production of document, and answers and responses to the same, subpoenas, pleadings to initiate and terminate civil litigation, and documents needed during the course of a trial.

Maintains office calendars, including court appearances, meetings, etc. Candidate will need to be able to verbally and electronically communicate effectively with other City Departments and staff, contact witnesses, conduct initial fact gathering interviews, and summarize documents, depositions, and medical records, and be a good proof reader to ensure accuracy of documents. High school diploma or general education diploma (GED) including or supplemented by legal secretarial courses; trial preparation experience is also desired; Associate degree preferred but not required; three to five years related experience and/or training in legal secretarial work; or equivalent combination of education and experience.

Skilled in transcription of lengthy dictation involving legal terminology and written notes. Ability to read and interpret documents. Ability to prepare reports and correspondence.

Ability to speak effectively. Proficient in Microsoft Office and Word.

The City of Roanoke is an Equal Employment Opportunity/AA/M/F/Disability Employer.

To elevate the performance of the organization, we are committed to respecting, celebrating, and embracing the collective mixture of differences and similarities between our employees as a rich tapestry. Our behaviors will demonstrate open communication, and we will seek opportunities to learn, recognizing and rewarding actions that promote acceptance while suspending judgment. By doing this, we will foster an inclusive, open work environment that delivers excellent service and creates a more vibrant and inviting community.

Serves Human Resources Contact for Department.

Coordinates the hiring and onboarding of new employees.

Create job requisitions in NeoGov.

Process personnel transactions forms for hires, terminations, transfers, promotions, merit increases and supervisory changes in Lawson.

Prepares FMLA request forms and assist with monitoring of FMLA paid and unpaid leave.

May assist in payroll related task.

May complete time-entry for personnel in your department (known as the NLA system).

Perform other duties as assigned.

Examples of Duties

EXAMPLES OF DUTIES:

SUMMARY

Handles para-legal, administrative, and secretarial duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties as may be assigned.

Drafts simple documents such as complaints, answers, demurrer, discovery requests, interrogatories, trial exhibits, jury instructions, affidavits, liens, contracts, and leases.

Maintains office calendars including court appearances, meetings, etc.

Provides relevant information to draft complicated legal instruments, opinions, etc.

Collect and organize medical records and other evidence for case analysis and trial preparation.

Transcribes dictation involving legal citations and transcribes lengthy matters from notes or dictating equipment

Maintains complex legal filing system and researches files for attorneys and other city departments upon request

Finds and obtains legal references, such as court reporters, treatises, periodicals, for attorney

Takes and screens phone calls. Greets and directs incoming visitors to the office.

Advises all public and media concerning hearings and trials and other related matters

Advises public concerning claims procedure.

Typical Qualifications

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED)including or supplemented by legal secretarial courses; Associate degree preferred but not required; three to five years related experience and/or training in legal secretarial work; or equivalent combination of education and experience.

Skill in transcription of lengthy dictation involving legal terminology. Ability to handle Real estate closings and bring down titles if must

LANGUAGE SKILLS

Excellent written, verbal, and interpersonal communication skills. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.

Ability to prepare reports and correspondence.

Ability to communicate effectively with groups of customers or employees of organization.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret a variety of instructions furnished in written or oral form and deal with several abstract and concrete variables.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand and sit. The employee is occasionally required to walk.

The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate

.This is a job description and not an individualized position description. A job description defines the general character and scope of duties and responsibilities of all positions in a job classification, but it is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.