Legal Assistant

General Overview of Position

Advanced level legal support position. Incumbents work under minimal supervision to provide assistance to attorney(s). Must maintain confidentiality.

Example of Duties & Responsibilities

• Prepare legal pleadings and documents for review by supervising attorneys, including: summonses, small-claims complaints, long-form civil forfeiture complaints, special inspection warrants, subpoenae, leases, satisfactions of judgment, easements, and routine ordinances and resolutions.
• Prepare summary sheets for license applications and compile License and Permit Committee agenda packet for attorney's attendance at the committee meeting.
• Handle, maintain, investigate, and respond to claims received by the City Clerk's office, including inputting claims into insurance company's database, and tracking the claims.
• Prepare Sex Offender Registry Board agendas, assemble agenda-item information for attorney and board members, and compose the minutes of the meetings.
• Prepare and transmit discovery materials to defendants.
• Perform routine legal research and compile data from a variety of sources such as digests, encyclopedias, and practice manuals.
• Perform computer-assisted research on Westlaw.
• Maintain docket and tickler reports.
• Work with court clerks to reschedule court cases.
• May interpret established procedures, practices and processes to departmental staff, the public, etc., in answering questions via telephone, mail, email or in person.
• Access and prepare materials that are highly confidential and/or sensitive.
• Schedule court appearances, assemble documents and exhibits, track pending cases to avoid default in filing pleadings, maintain court dockets for municipal, state and federal courts.
• Research Common Council proceedings for attorneys.
• Type/format contracts, leases and agreements (examples of the contracts, leases and agreements include: public works contracts for construction, repair, replacement and expansion of public infrastructure; residential, commercial and industrial development agreements; environmental contracts; asbestos abatement contracts; financial advisory services contracts; lender services agreements; waste disposal contracts; equipment purchase contracts; raze contracts; real estate purchase and sale contracts; easements and maintenance agreements for public improvements; right-of-way acquisition agreements; intergovernmental agreements affecting public services and municipal boundaries; airport hangar leases; parking lot leases; cell tower leases; leases of City owned property and facilities; and request for proposals to solicit third party services).
• Proofread completed work for appropriate legal format, quality, and accuracy.
• Knowledge of proper preparation for recording documents (improper format results in the document being denied for filing).
• Maintain bankruptcy files and file proof of claim when needed.
• Maintain files to collect delinquent personal property tax.
• Research information in the municipal archives upon request of public officials and private citizens.
• Develop and maintain City database forms for use by attorneys.
• Maintain and ensure City ordinances and resolutions are accurate and up-to-date.
• Serve as liaison between attorneys, departmental personnel, court systems and general public, and transmit privileged legal and other information among staff and authorized persons.
• Access attorney calendar to provide information, arrange appointments, schedule meetings and prepare materials that may be required for the meetings.
• Oversee the storage and protection of the City Attorney's legal files according to legal requirements and assist in responses to Public Records requests.
• Maintain the office library of legal publications.
• Serve as notary, and notarize or serve as a witness in the notarizing of legal documents.
• Prepare budget draft for review by City Attorney.
• Assemble preparatory information on the Common Council agenda items for the City Attorney's attendance at the agenda review meeting and the Common Council meeting.
• Assist in management of the departmental budget (e.g., maintaining records of expenditures, recommend budget revisions when necessary, assist in budget preparation and reconciliation, preparing and maintaining employee payroll records for the department, entering requisitions into the financial system, arranging for timely payment of invoices, monitoring photocopier and printers for supplies and/or maintenance, and ordering office supplies).
• Set up ordinance and resolution draft at the direction of the attorneys.
• Other duties as assigned.

NOTE: The duties listed above are intended as illustrations of the various types of work performed by persons in positions covered by this classification specification. This list is not all inclusive. The omission of a particular job duty does not mean that the duty is not one of the essential functions of the position. Management reserves the right to assign employees in this classification to duties not listed above, if the duties are fairly within the scope of responsibilities applicable to the level of work performed by employees in positions covered by this classification specification. This classification specification does not create an employment contract between the City and the employee and is subject to change by the City as the needs of the City and the department change over time.

Requirements

Education, Training and Experience Requirements:

• High school diploma or GED

Highly Desired/Preferred Training & Experience:

• experience working as a paralegal or legal assistant.

Knowledge, Skill and Ability Requirements:

• Ability to maintain confidences.
• Ability to act with tact, and possess the diplomatic and discretionary skills to work effectively with elected officials, employees of other departments, and members of the public, and to work effectively and collegially with co-workers.
• Ability to maintain strict attention to detail.
• Ability to multi-task and possess strong organizational skills.
• Ability to work with major word processing software such as MICROSOFT WORD, LIBRE OFFICE, or WORD PERFECT including.
• Knowledge of business English, spelling, grammar, punctuation and business communications.
• Knowledge of legal terminology, procedures and documents.
• Knowledge of the operation and structure of municipal government or the City of Kenosha specifically is preferred.
• Ability use of Microsoft Excel, databases, Adobe Pro, and WILENET (Wisconsin Law Enforcement Network which provides additional information to Wisconsin law enforcement agencies and personnel) is preferred.
• Ability to conduct research on Westlaw is preferred.
• Knowledge of court procedures and practices, statutes and ordinances, and roles of other City departments is preferred.

Physical Requirements:

• Tasks involve some physical effort, i.e. some standing and walking, frequent light lifting (5-10 pounds) and occasional medium lifting (10-40 pounds); and minimal dexterity in the use of fingers, limbs, or body in the operation of shop or office equipment.
• Tasks may involve extended periods of time at a keyboard.

Environmental Requirements:

• Infrequent exposure to adverse environmental conditions.

Sensory Requirements:

• Tasks require sound perception and discrimination. Task requires visual perception and discrimination.
• Tasks require oral communications ability.

Method of Selection

Selection of qualified applicants will be based upon a rating of their training, experience and work record. The selection process may include written and/or oral examinations. Appointment will be made in accordance with City policy and the Civil Service Ordinance and Rules and Regulations. The City reserves the right to evaluate only those applicants who best meet the needs of the City.