Legal Specialist - Civil Division

Provides complex and confidential legal and administrative support to the Civil Division's attorneys and department staff. The ideal candidate will assist with legal research, documenting information, public records request review and redaction, legal request management, and drafting legal memorandums and documents.

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The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Prepares correspondence and other documents on a wide variety of subjects requiring knowledge of the procedures and policies of the City Attorney's office

• Schedules appointments and prepares calendar, reports, minutes, agendas, resolutions, ordinances, communications, litigation holds, written documents, and correspondence requiring independent judgment in handling format, procedure, and context with a high degree of thoroughness and accuracy

• Provides legal support and assists attorneys and higher-level staff as needed

• Assists attorneys in drafting, reviewing, or revising legal documents; and with litigation, including managing and monitoring case progress, performing legal research, and generally performing as a paralegal

• Assists with risk management functions, including claims management and subrogation as needed. Monitors status of claims, complaints, court decisions, and litigation matters for the city and provides updates to legal staff

• May assist in the production of legal forms and templates, development of city processes and policies, and revisions to city documents as needed

• Maintains department files and records; compiles statistical data; prepares a variety of technical and statistical reports; updates manual and computer records and tracking systems; compiles management reports; maintains compliance with city record retention schedules for different types of files

• Coordinates and manages the legal review process for public records requests in the city using eDiscovery and other software as appropriate

• Organizes, reviews, and redacts documents responsive to public records requests, media requests, subpoenas, and litigation holds

• Reads and understands business and legal documents, i.e., leases, easements, subpoenas, notices

• Reviews requests for legal services and evaluates sufficiency of materials provided by internal clients prior to attorney review

• Performs factual and document research, analyzes data for projects, prepares legal documents, prepares responses

• Prepares and/or reviews resolutions, ordinances, drafts for contracts, agreements, leases for assigned attorney(s) or as needed

• Conducts and coordinates assigned projects; identifies and resolves routine problems within scope of authority

• Keeps immediate supervisor and designated others fully and accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems

• Assists in training and onboarding department staff and provides support to others within the department as needed

• Works closely with staff fostering an open, positive, communicative relationship with internal and external customers

• Maintains strict confidentiality and demonstrates ethical behavior

• Performs other duties as assigned or required

Education and Experience:

An Associate's Degree in a Legal Assistant/Paralegal program or a related field; and five (5) years of experience in a law office or related environment; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

Necessary Knowledge, Skills and Abilities:

Knowledge of:

• City policies and procedures

• Procedures and policies of the City Attorney's Office

• Customer service principles

• Filing and recordkeeping procedures and practices

• Mathematical concepts

• Report preparation techniques

• State and Federal Rules of Civil Procedure

• Working within legal time constraints and deadlines imposed by law

• Legal request and case management procedures

• Legal principles and practices, legal terminology, legal research, and legal document processing/preparation

Skill in:

• Basic research techniques

• Using Microsoft Office products and other relevant technologies

• Operating a personal computer utilizing a variety of business software

• Operate a variety of office equipment

• Preparing accurate reports, documents, and correspondence

• Effective oral and written communication

• Consensus building techniques and conflict resolution

• Grammar, punctuation, spelling, basic editing, and formatting of a wide variety of legal documents

Ability to:

• Compile and analyze data and information

• Display good analytical reasoning skills

• Read and comprehend legal documents, motions, resolutions, ordinances, codes, statutes, policies and procedures, court rules, statutes and various case law and various case law

• Work effectively under stress and adapt to changing priorities

• Work within time constraints and meeting deadlines

• Prepare and proofread a variety of reports and/or documentation

• Use proper English, grammar, punctuation and spelling

• Exercise judgment and discretion

• Maintain records and files

• Maintain calendars

• Recognize problems and identify alternative solutions

• Prioritize work and perform multiple tasks simultaneously

• Work independently

• Protect privileged and/or confidential information

• Work cooperatively with city staff, stakeholders, and members of the public

• Understand and follow oral and written instructions

• Establish and maintain positive, effective working relationships with those contact in the performance of work

12 Month Goals:

• Learn the policies, procedures, processes, and technologies used in City Attorney's office and City of Buckeye.

• Develop an understanding of the City Attorney's office structure, purpose, and goals in the City of Buckeye.

• Provide high quality and complex legal administrative support to Civil Division attorneys.

• Develop working relationships with city employees and offer excellent customer service and guidance to department and external partners of the City of Buckeye.

• Assist in developing and implementing processes which require Legal review in the city in support of Civil Division including Risk Management matters, Real Estate/Land matters, Public Records Requests review/redaction methods.

• Assist with implementation of eDiscovery/redaction software in the city.

Special Requirements: Valid Driver's license and ability to pass a background check

Physical Demands / Work Environment:  Standard office environment. Hybrid work negotiable

Reports To: City Attorney or designee

Supervision Exercised: May exercise supervision of personnel in related area of responsibility

FLSA Status: Non-Exempt

EQUAL EMPLOYMENT OPPORTUNITY:  It is the policy of the city to provide employment opportunities to all persons based solely on ability, regardless of race, color, religion, sex, national origin, age, sexual orientation, gender identity or disability.