Grade 16

General Statement of Duties

Performs a variety of general office clerical and confidential administrative legal support duties for the City Attorney and related Legal staff; functions as the Office Manager for the City Solicitor's Office; performs directly related work as required.

Examples of Essential Work

• Performs confidential secretarial duties for the City Solicitor, including distributing directives and monitoring programmatic activities;
• Serves as an office manager within the Legal Department, including supervising, training, evaluating and coordinating the work of others;
• Updates City Code changes;
• Prepares pleadings and related materials, including subpoenas;
• Maintains inventory of legal library;
• Prepares court schedules, coordinates witnesses and monitors legal deadlines for City Attorneys;
• Organizes and integrates Civil and Criminal schedules for trials;
• Monitors all court decisions, monthly caseload and outcomes in regular reports;
• Files pleadings and coordinates proceedings with court officials;
• Provides copies of all relevant court cases to appropriate Attorneys, including other departments within the City and outside legal groups;
• Prepares correspondences, legal documents, opinions, briefs, official publications, transcriptions, reports, lists and other documents as instructed and requested by designated office personnel;
• Interprets and applies departmental or office rules, policies and regulations in accordance with prescribed procedures and guidelines;
• Takes verbatim dictation and transcribes or prepares letters, minutes, reports, statements, grant applications, specifications, contracts, memoranda, notices, resolutions, budgets, financial and statistical tables, requisitions and other related materials, including confidential correspondences and reports;
• Copies, packages and distributes a variety of written materials as requested by other designated office personnel;
• Answers Department telephone calls, receives and greets visitors to the Department and provides information to or refers callers and visitors to other appropriate Departments or City personnel;
• Gathers, assembles, updates, distributes and/or files a variety of information, forms, records and data as requested using traditional filing systems or databases as necessary;
• Screens visitors, telephone calls, faxes, mail and messages directed to office personnel;
• Provides needed information and demonstrations concerning how to perform certain work tasks to new employees in the same or similar class of positions; and more.

Acceptable Experience and Training

• Graduation from High School or possession of a GED, preferably supplemented by additional training in office procedures; and
• Extensive experience in legal office operations; or
• Any equivalent combination of experience and training which provides the knowledge, skills and abilities necessary to perform the work.

Required Special Qualifications

• None.