Executive Legal Assistant; First review

Upper-level administrative support functionary for confidential items from the City Attorney or City Manager. This position is on the upper end of administrative support functions and would be preparatory for City Recorder, or a similar position.

Under the direction of the City Attorney, provides increasingly responsible administrative assistance to the City Attorney, City Manager and other professional staff as assigned. Confidential and complex administrative work requiring some specialized knowledge and involving broadly defined policies and procedures and administrative support. The Executive Assistant/Legal Assistant acts in a confidential capacity to management staff who formulate, determine, and effectuate policies in the areas of City Code, City Charter, Municipal Court, collective bargaining and other confidential items.

Performs related duties as required. This is a non-supervisory position.

The City of Klamath Falls is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City of Klamath Falls will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

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

• Schedules appointments and assists in maintaining meeting room schedules. Manages the City Attorney’s calendar and assists other professional staff as assigned.
• In coordination with the City Recorder, manages and maintains the Administration Division file system ensuring compliance with all state and federal regulations for retrieval and retention. Responsible for citywide indexing, scanning and quality control to ensure document accuracy for retention and research purposes.
• Receives and screens visitors, telephone calls, email and mail correspondence. Provides information and assistance as appropriate. Refers to appropriate City or other agency departments.
• Prepares written material including confidential correspondence, memoranda, reports, and documents in preparation for the City Attorney, municipal court matters, union negotiations and other confidential matters; makes copies of documents or other printed materials as needed.
• Assists the City Attorney by preparing necessary forms and drafting basic legal documents using proper procedures required by statutes and rules of court.
• Claims management. Contracting insurance companies and coordinating payments. Contacting law enforcement agencies, courts, staff, and citizens to coordinate claim resolution. Coordinate with the District Attorney’s office, when necessary, on criminal cases and restitution for damages.
• Track and identify trends with claims to strategize with Risk Management team on strategies and best practices to prevent further trending.
• Assist management with insurance agent of record, ensuring a managed database of City insured properties and assets.
• Develops, compiles, organizes, tracks, records, and distributes a variety of materials and/or data which may include developing and managing databases.
• Maintains office supply levels and advises appropriate party of necessary purchases.
• Crosstrain with Executive Administrative Assistant to provide back-up and peak office coverage for others as directed.
• Supports various City sponsored boards and commissions with minute taking, agenda preparation, and staff support as assigned.
• May be required to attend City Council meetings outside normal working hours to facilitate platform for virtual attendees.
• Other duties as assigned.

• Knowledge and Skills - Office practices, policies, and procedures; business math; and alphanumeric filing systems. General principles of public organization and administration; advanced administrative principles and practices; correct English usage in both verbal and written communication.…