Legal Executive Administrative Assistant

Overview

Support the legal work that keeps City government moving. This confidential legal administrative support role involves preparing, proofreading, and processing legal documents and correspondence; maintaining legal files and records; coordinating schedules and appointments; and providing administrative support related to legal proceedings, contracts, and other official matters.

• Prepares, formats, proofreads, edits, and processes a variety of legal documents and correspondence.
• Serves as the primary receptionist and first point of contact for the department; greets visitors, responds to inquiries, provides general information, and directs members of the public, attorneys, vendors, and City employees to appropriate personnel or resources.
• Receives, screens, prioritizes, and routes incoming calls, takes and relays messages, responds to routine inquiries, and ensures calls are directed to appropriate staff in a timely and professional manner.
• Coordinates, maintains, and organizes legal and administrative electronic and paper files, briefs, records, case materials, legal opinions, exhibits, and related documentation in accordance with departmental procedures.
• Answers correspondence and composes routine letters of a technical and legal nature.
• Schedules meetings and maintains attorney calendars.
• May assist with research, data collection, data entry, preparation of reports, and compilation of information for attorneys, administrators or departmental staff.
• Performs related work as required.

Graduation from a four‑year college or university with major coursework in Business, Public Administration, Legal Services, or a related field; one to two years of experience in legal administrative assistant or related work. In lieu of a college degree, an additional four years of experience in clerical, administrative, or a directly related field may be substituted.

• Considerable knowledge of legal terminology, forms, and documents.
• Knowledge of legal methods and procedures, including the local court structure (State and Federal) and related legal offices.
• Knowledge of the practices of a law office and internal office procedures.
• Knowledge of office management practices, administrative procedures, and records management systems.
• Knowledge of formatting and content of legal forms and documents.
• Knowledge of the documents used in the preparation of briefs and pleadings.
• Proficiency in the use of modern office technology and software applications including Microsoft Office Suite, document management systems, electronic filing systems, and related software.
• Ability to prepare and assemble briefs, records, and exhibits with minimum guidance.
• Ability to reply independently to routine correspondence, pleadings, and contracts.
• Ability to maintain confidential and sensitive information with discretion and professionalism.
• Ability to organize, prioritize, coordinate, and manage multiple assignments and deadlines simultaneously with minimal supervision.
• Ability to establish and maintain effective working relationships with attorneys, other employees of the City and the public.
• Ability to take direction.
• Ability to exercise sound judgment, initiative, courtesy and tact in all contacts with callers and other City departments.

This is a General Fund tested position and is included in a collective bargaining agreement with Local 3144, American Federation of State, County and Municipal Employees. General Funded hires into this class are not covered by Social Security but receive the City pension with a 10% salary contribution. The City of New Haven does not sponsor employment visas; applicants must have current authorization to work in the U.S. Employment is contingent upon successful completion of a pre‑employment background check, pre‑employment physical examination, drug screening, and a 90‑day probationary period.