Legal Assistant​/Administrative Assistant II

SALARY
: $46,000 - $50,000 annually

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;
• 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.

As a leader and employee of the City of South Bend, you are called upon to serve in a manner that supports Our Core Values:
Excellence, Accountability, Innovation, Inclusion, and Empowerment as you carry out our primary employee expectations:
Champion Values & Organization Pride, Champion Operational Excellence, Make Sound Decisions, Embrace Coaching and Accountability, Communicate with Excellence, Value Diverse People and Perspectives, Embrace Personal Development, Exhibit a Positive Attitude and Own Your Health, Wellness & Safety.

None.

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.

Perform other duties and responsibilities as apparent or assigned.

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.

• 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.

• Strong computer technology skills, including proficiency with Microsoft Office tools, Adobe, other business software, is required.
• Understanding and use of legal case management software.
• Proficiency in navigating Westlaw, state statutes, and local ordinances.
• High level of attention to…