Legal Assistant​/Administrative Assistant II; IN, South Bend

SALARY: $45,000 - $48,000 annually

SUMMARY:
The City of South Bend seeks an eager, motivated Administrative Assistant II/Legal
Assistant to join its Department of Law. The Assistant performs a wide range of
administrative and legal support tasks under general supervision for a municipal legal
department. This position requires knowledge of the legal profession, as well as the ability
and desire to:

• interact with the public, the media, and other constituent groups;

• produce an accurate and polished work product, including correspondence and legal and
business documents;

• manage a high volume of records, data, and information in an organized and efficient
manner;

• work with and assist a dynamic team of legal professionals to achieve common goals and
improve quality of service to the residents of the City of South Bend; and

• maintain complete confidentiality and professionalism in all matters pertaining to the
City of South Bend.
A high level of attention to detail and organization, multi-tasking and prioritization abilities,
strong customer service and problem-solving skills, solid computer technology and
Microsoft Office proficiency, and good character and interpersonal skills are all essential for
success in this role. Applicants with a solid legal background and/or experience in a legal
setting are strongly encouraged to apply. Applicants with a background in finance,
accounting, records management, and/or human resources will also be given strong
consideration.
SUPERVISION EXERCISED:
None.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
This list represents the types of duties required by the position. Specific duties will be
assigned and rotated to ensure cross-training between administrative staff and coverage of all
tasks as needed.

• Answers multi-line telephone system and greets clients and public; takes thorough and accurate messages and directs calls appropriately;
• Coordinates and manages numerous records related to collection efforts, interacting with outside and internal contacts appropriately and professionally.
• Handles cash payments and deposits in accordance with applicable regulations and procedures.
• Manages detailed financial records related to the City's collections practices.
• Drafts correspondence and legal documents, including but not limited to complaints, answers, memoranda, briefs, contracts, resolutions, ordinances, and forms.
• Prepares meeting notices and agendas, takes meeting notes, and prepares written minutes.
• Maintains extensive files and records of legal documents, correspondence, and court case histories, utilizing electronic practice management system.
• Files documents in multiple courts electronically; communicates with court personnel as necessary.
• Researches case law and applicable Indiana laws to assist attorneys with legal strategy and due diligence.
• Prepares or assists with preparation of a variety of reports; organizes supplies and files; assists with other administrative team tasks as needed.
• Maintains attorney calendars, schedules, and follow-up systems.
• Processes incoming and outgoing mail.
• Recognizes processes in need of improvement, offers suggestions for improvement, and assists with implementation of improvements.
• Critical competencies include, but are not limited to, communication, critical thinking, accountability, and resourcefulness.

NON-ESSENTIAL/MARGINAL FUNCTIONS:
Perform other duties and responsibilities as apparent or assigned.
QUALIFICATIONS:
To perform this position successfully, an individual must be able to perform each essential
duty in a satisfactory manner. The requirements listed herein are representative of the
knowledge, skill, and/or ability required. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
EDUCATION AND/OR EXPERIENCE:

• At least three years' related work experience. A higher education degree or other
certificate (i.e. paralegal certificate) may be considered as a substitution for legal
experience.

• High school diploma or equivalent is required. Strong preference will be given to
candidates who have completed higher education and demonstrate a commitment to
continuing education.

KNOWLEDGE,

SKILLS AND ABILITIES

PREFE…