Legal Assistant I - Bilingual/Biliterate English/Spanish Required

The City of Yakima Legal Department is looking for a service-oriented individual to join a team of dedicated individuals who take pride in public service.

The Legal Assistant/Receptionist plays an integral "behind the scenes" role in the smooth operation of the City Attorney's Office and supports a diverse group of internal staff and the general public.  This position represents the public face of the department and provides essential services to the public.

MINIMUM REQUIREMENTS

High School diploma or equivalent AND

One (1) year of legal assistant experience in civil/criminal litigation, municipal law, and/or in direct support of an attorney or judicial officer;

OR

Legal certification(s) to include: Professional Legal Assistant (PLS); Legal Studies; Accredited Legal Professional (ALP); Certified Paralegal; or directly related.

OR

Two (2) years of professional clerical support experience;

OR

Bachelor's degree from an accredited college or university.

Bilingual/Biliterate English/Spanish proficiency is required. Candidates will complete a bilingual/biliterate skills examination conducted under the Charter Civil Service Rules and Regulations and administered by the Civil Service Chief Examiner or designee to determine proficiency.

LICENSES, REGISTRATIONS AND/OR CERTIFICATES

Must possess and maintain a valid Washington State Driver's License.  May require the ability to become bonded as a Notary Public for the State of Washington.

Under general supervision, performs a variety of routine, and responsible administrative and clerical duties, providing legal support and assistance to staff members of the City Attorney's Office. Applies considerable independent judgment in making routine decisions.

(Duties listed are representative of the types of tasks and functions performed by positions of this class of work. Percentage of time and rank of importance of duties are not limited since both will vary by position and work location.)

Receives, screens, and answers a variety of inquiries from the public, defendants, victims, witnesses, attorneys, and staff within scope of authority, by phone and in person; provides information of general or limited technical nature; routes calls and visitors; takes messages and complaints, and conveys them to appropriate staff.  Updates library and reference material; maintains office supplies. Prepares, sorts, and distributes mail and faxes.

Types from rough drafts of letters, memoranda, reports, requisitions, forms, and other official documents; composes and types routine correspondence; proofreads and corrects grammar, spelling, punctuation, and other errors.

Performs data entry, and processes notices of designation, referrals, no charges filed (NCF's), disposition reports, address checks, and other clerical support duties as assigned.

Provides legal office support for the Civil and/or Prosecution Divisions; types legal pleadings; maintains operational and confidential departmental records and files, including updating litigation files; drafts reports and/or meeting agendas; prepares and scans a wide range of documents; assists legal staff including, but not limited to: attorneys, the office supervisor and other legal assistants by performing routine administrative duties; relays information in person by phone, fax, or computer; performs a variety of office support errands as necessary; serves and/or files court documents on attorneys or courts; serves as notary public when required.

Trains temporary office assistants in answering phone, filing, mail pickup and delivery or other duties as required.

Operates standard office equipment, including, but not limited to: a computer, calculator, copy/fax/scan machine, or other similar equipment in performing the duties of the position.

Contributes to the effectiveness of the Legal Department and City government by demonstrating and fostering an attitude that encourages cooperation and coordination of efforts, productive time management, and efficient use of resources. Provides continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively to provide exceptional customer service to internal and external customers.

Requires regular, reliable, and punctual attendance.

Interprets and explains information to the Spanish speaking public.

Performs other related duties as assigned.

Knowledge of: City policies and procedures, legal terminology and formats, applicable Federal, State and local laws, rules, regulations and processing requirements; professional office practices and procedures; municipal records retention procedures, and techniques; research techniques and data compilation; and basic arithmetic.

Demonstrates knowledge and sound judgement with regard to public disclosure, and confidentiality standards.

Knowledge of techniques and strategies for dissemination of written and verbal information to a wide range of individuals, including but not limited to Judges; court personnel; attorneys; victims; pro se litigants, managers, staff, City Council, government officials, and members of the public.

Strong working knowledge of: professional office practices, procedures and equipment, including, but not limited to: computers; electronic case management systems, records and databases; spreadsheets; industry applications; Microsoft Office Suite; and Outlook.

Ability to: perform paraprofessional duties in support of attorneys; draft, process, and prepare a wide variety of legal documents; efficiently and effectively enter data/information into a computer system with speed and accuracy; maintain records and prepare reports. Ability to operate standard office equipment including, but not limited to: computer, fax machine, copy machine, scanner, telephone etc.

Must be able to communicate professionally, clearly, and effectively, with a wide variety of people, including, but not limited to: other employees, legal representatives, and members of the public representing diverse education and backgrounds; as well as officials at all levels of government; utilizing well-developed communication skills, both written and oral, with appropriate use of business English, including, but not limited to: preparation and formatting of legal forms and documents; correct grammar; vocabulary; letter composition; editing; spelling; and punctuation. Must be able to respond in a diplomatic and confident manner to upset individuals; handle sensitive material with a calm, professional, friendly and patient demeanor; and to understand and follow instructions.

Ability to routinely and regularly maintain confidentiality and discretion through all forms of communication.

Ability to perform a variety of basic mathematical computations with ability to read, and understand documents and to create reports.   Ability to read, research, apply and explain basic codes, rules, regulations, policies, and procedures.   Must possess ability to identify and define problems, establish facts and draw valid conclusions.

Ability to work with self-direction and limited direction or oversight; maintain sustained attention to detail, formulate goals, and work under legally mandated timeline pressures; prioritize workload; manage multiple tasks with competing deadlines; handle stressful situations, and complete work quickly and accurately while managing multiple interruptions. Strong analytical and organizational skills are essential. Must possess ability to adapt to changing priorities and demands.

Ability to establish, facilitate, and maintain effective working relationships with other employees, the public, community organizations and government agencies; to consistently demonstrate tact, diplomacy, and respect to individuals, groups and organizations representing a wide diversity of ethnicities, cultures, opinions, and beliefs; train and assist subordinate staff; demonstrate a willingness to complete a wide variety of tasks as needed with minimal direction or oversight. Ability to positively receive feedback and take direction is essential.

Ability to work cooperatively as a supportive team member and adhere to the department's values including, but not limited to: customer focused, teamwork, positive communication, and accountability in a punctual, regular and reliable manner.

Ability to maintain annual training requirements of the position, including but not limited to City mandatory training requirements.

Ability to work extended hours as necessary. to carry out the responsibilities and functions of the position.

PHYSICAL DEMANDS

Work is performed primarily in an office and/or legal environment with occasional traveling to different locations. While in the office, will be sitting at a desk or computer terminal for extended periods of time or standing for a period of time.

Occasionally needs to move inside the office to access file cabinets, office machinery, etc. Constant use of both hands in reaching/handling/grasping/keyboarding and other fine motor manipulation while performing duties and operating computers. Occasional heavy work includes lifting and carrying up to 40 pounds.

 Occasionally ascends/descends stairs while maintaining balance. Constant use of all senses including feeling/talking/hearing/seeing while performing duties and communicating with co-workers, general public and completing all tasks as assigned.  Must be able to distinguish color and maintain long-term and short-term memory.

 May work in remote locations or in noisy work area. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

UNUSUAL WORKING CONDITIONS

May come in contact with individuals who are irate, upset, emotionally disturbed, or uncooperative. Occasional extension of work day to meet deadlines.