Legal Executive Assistant

Description

GENERAL STATEMENT OF JOB

This is a stand‑alone classification. Incumbents provide primarily non‑routine administrative support to a department or function. Duties require the interpretation of policies and procedures and the use of independent judgment. Responsibilities may include taking formal meeting minutes; tracking expenditures and budget status; creating unique, complex documents and correspondence; compiling, reviewing, correcting, and approving data; maintaining an inventory of supplies and/or equipment;

preparing bids; and performing the duties of the lower levels. Incumbents may provide work direction to lower‑level staff.

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* PLEASE NOTE:

THIS POSITION WILL REMAIN OPEN THROUGH DECEMBER 18, 2025, OR UNTIL FILLED.***

SPECIFIC DUTIES AND RESPONSIBILITIES

Essential Functions:

• Composes, edits, and reviews a variety of standard and/or specialized correspondence, reports, documents, applications, forms, violations, memos, and/or other applicable materials. Tracking deadlines. Drafting, filing, and serving routine court pleadings (for federal, state, and local litigation), and correspondence and memoranda addressed to co‑counsel, opposing counsel and court representatives (i.e., clerks, judicial assistants) concerning litigation.
• Prepares meeting agendas. Attends meetings, takes formal meeting minutes, and distributes meeting minutes to appropriate individuals. Schedules court hearings on pending litigation motions and continuing legal education seminars for Legal Department attorneys and prepares seminar travel arrangements.
• Reviews and corrects a variety of data, confidential records, and information for the department. Performs in‑house research for Legal Department attorneys concerning current litigation and other legal projects. Examines, sorts and date‑stamps all incoming correspondence and court pleadings.
• Organizes, maintains, and updates files (both electronic and paper), including creating and maintaining confidential department/employee files, and files relating to City litigation and other legal projects. Files documents alphabetically, numerically, or by other prescribed methods. Coordinates and schedules attorneys' calendars concerning meetings, conferences, telephone calls, depositions, trials, hearings, and other events.
• Maintains appropriate office supply levels within assigned area of responsibility. Requisition s supplies.
• Tracks a budget and monitors in‑house expenditures and expenditures using outside legal counsel.
• May prioritize and assign work to lower‑level staff; monitor the performance of lower‑level staff; train staff on work methods and procedures; and participate in staff evaluations.
• Performs other duties of a similar nature or level.

MINIMUM EDUCATION AND TRAINING

Education and Experience

• High school diploma or GED equivalent.
• One (1) year of paralegal or legal assistant experience and specialized departmental training or knowledge.
• An equivalent combination of education and experience sufficient to perform the job's essential duties.

License and Certifications

• Some positions may require certification in their area of responsibility.

MINIMUM QUALIFICATIONS AND STANDARDS REQUIRED

Knowledge, Skills, and Abilities:

Knowledge of:

• Modern office procedures and equipment.
• Recordkeeping principles.
• Mathematical concepts.
• English language, grammar, and punctuation.
• Report preparation techniques.
• Filing systems.
• Basic budgeting principles.
• Customer service principles.
• Computers and related software applications, such as Amicus.
• Federal, state, and local court systems, as well as general principles and concepts of law.
• Basic understanding of the Rules of Civil Procedure and Rules of Appellate Procedure including knowledge concerning how and when to process and submit pleadings and other litigation documents to the various courts.
• The City's purchasing policies and laws, contracting requirements and budget process.

Skill in:

• Maintaining records and files.
• Preparing meeting agendas and minutes.
• Preparing specialized documents.
• Preparing reports.
• Using proper English, grammar, punctuation, and spelling.
• Monitoring a budget.
• Using…