What are the responsibilities and job description for the Legal Assistant position at City of Dothan?
This position coordinates and provides administrative support for City Attorneys Office operations.
- Establishes and maintains confidential investigation and project files.
- Provides assistance to City Attorney and Assistant City Attorneys in the completion of projects.
- Types legal pleadings, briefs, letters, memoranda and reports; proofreads and corrects documents.
- Files motions, municipal court appeals, briefs, and other legal documents with the Clerk of Courts in county and state courts.
- Formats and types letters, charts, forms, reports, etc.
- Receives and forwards email; maintains related files.
- Processes and manages damage claims filed with the City Clerk’s office.
- Makes travel arrangements for all attorneys, including preparing itinerary and making flight and hotel arrangements; completes required paperwork; prepares expense reports.
- Completes legal research on pending cases.
- Answers telephone and greets visitors as needed; provides information and assistance.
- Maintains and orders office supplies.
- Supervises designated non-attorney support staff, including but not limited to monitoring development, mentoring, and distribution of duties.
- Manages and supervises the fiscal operations of the division, including but not limited to administering contracts with vendors, processing departmental invoices, and coordinating payment of periodic expenses.
- Monitors, coordinates, and schedules staff educational development and licensure requirements, including, but not limited to scheduling continuing education and other seminars.
- Subpoenas victims and witnesses for court proceedings, as well as coordination for the appearance of such victims and witnesses.
- Assists in the preparation of cases for trial, including, but not limited to preparation of exhibits and recordings.
- Utilizes, updates, and maintains databases, case files, and calendars.
- Serves as the primary resource and/or contact with IT for equipment and software needs of the office.
- Monitors and directs record retention for the City Attorneys Office.
- Maintains the case management system, including, but not limited to processing the court calendar for attorneys.
- Creates and maintains office processes and procedures, including, but not limited to scanning, creating, and formatting forms, template, and documents.
- Performs related duties as needed.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION
- Knowledge of court procedures and legal terminology.
- Knowledge of modern office principles and practices.
- Knowledge of customer service principles and practices.
- Knowledge of city travel guidelines.
- Knowledge of computers and job-related software programs.
- Skill in the preparation of reports.
- Skill in decision making and problem solving.
- Skill in interpersonal relations and in dealing with the public.
- Skill in oral and written communication.
- Ability to maintain confidentiality.
SUPERVISORY CONTROLS
The City Attorney assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.
GUIDELINES
Guidelines include city and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.
COMPLEXITY/SCOPE OF WORK
- The work consists of related administrative duties. Strict deadlines and frequent interruptions contribute to the complexity of the position.
- The purpose of this position is to provide administrative support for department operations. Success in this position contributes to the efficiency and effectiveness of those operations.
CONTACTS
- Contacts are typically with co-workers, attorneys, court personnel, law enforcement officers, insurance company representatives, and members of the general public.
- Contacts are typically to provide services, to give or exchange information, or to resolve problems.
PHYSICAL DEMANDS/ WORK ENVIRONMENT
- The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally lifts light objects.
- The work is typically performed in an office.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY
This position has direct supervision over assigned personnel.
- Graduation from standard senior high school or GED, as recognized by the United States Department of Education (USDE) or Council for Higher Education Accreditation (CHEA); and
- Five (5) years recent experience working as a legal assistant in a law office handling both criminal and civil matters, with responsibility for supporting attorneys through a range of administrative and case-related tasks; and
- Three (3) years recent experience conducting case review and legal research, with demonstrated ability to file documents in circuit, state, and federal court systems.
- Three (3) years recent experience as a legal assistant in a municipal or government setting, supporting attorneys with administrative, legal, and case management tasks preferred.
- Three (3) years recent experience using word processing software (ex. MS Word) preferred.
- Possession of a current and valid certification in the following: NALA (National Association of Legal Assistants), NFPA (National Federation of Paralegal Associations), and NALS (National Association for Legal Support Professionals) preferred.
- Graduation from an accredited* college or university with a degree in Business Administration, Legal Studies, Paralegal, or closely related field preferred.
*Accredited through an agency recognized by the U.S. Department of Education (USDE) or the Council for Higher Education Accreditation (CHEA).
NECESSARY SPECIAL REQUIREMENTS
- Applicants are required to successfully pass a typing test with a minimum score of 30 net words per minute. A typing test will be administered at the time of application (see City of Dothan’s Typing Test/Retest Policy)
- Possession of a valid driver’s license and acceptable driving record. (PBA 9/10/01)
- May require the employee to be bondable.
- Must maintain information confidentiality throughout employment.
- An applicant for this position is subject to various background investigations up to and including a criminal, credit, past employment, and reference checks.
- Employees are required to submit to Drug and Alcohol testing in accordance with the City of Dothan policy, which includes pre-employment and random tests for the duration of employment in this position. (PBA 8/13/12)
- Must meet the City of Dothan’s employment physical standard, which includes drug/alcohol testing.
Applicants with a disability who feel they need accommodation should contact the Personnel Department on or before the closing date by emailing jobs@dothan.org.
An Equal Opportunity/Affirmative Action Employer
Salary : $22 - $35