Legal Administrative Assistant

The Administrative Assistant - FOIA is responsible for assisting the Assistant FOIA Coordinator/Legal Assistant and Office Coordinator/Legal Assistant. The Administrative Assistant – FOIA will assist in coordinating and processing Freedom of Information Act requests pursuant to state statute and assisting citizens with requests over the phone, through e-mail, and in person. This position will also perform general and specialized administrative support activities which include answering, screening, and directing telephone calls, taking messages, and drafting and preparing a variety of legal documents. In addition, this position will assist in preparing and maintaining files and records, processing court dockets and discovery requests, and providing information on policies and procedures.

A qualified individual with a disability must be able to perform the essential functions of the position with or without reasonable accommodation.

• Assist FOIA Coordinator in processing and fulfilling Freedom of Information Act (FOIA) requests.
• Assist in receiving, preparing, editing, coordinating, and disseminating FOIA information.
• Assist in reviewing and analyzing records in response to FOIA requests and determining whether any exemptions apply.
• Properly redacts any protected information consistent with statutory exemptions and case law.
• Assists in preparing FOIA final response letters and related correspondence.
• Gathers information and compiles data to draft and prepare a variety of documents such as letters, memos, reports, surveys and job advertisements.
• Schedules and coordinate various meetings, events and activities to include organizing special programs, locating a facility, preparing invitations, ordering refreshments, and making the necessary travel arrangements.
• Answers, screens, and directs telephone calls and public to include taking messages, providing requested information, and responding to citizen concerns, complaints and questions regarding local City ordinances.
• Assists in processing court dockets and discovery requests for the prosecution of cases in the 8th District Court.
• General administrative support for office.
• Performs other related duties, as assigned.
• High School Diploma or General Equivalency Degree (G.E.D.).
• Minimum of (4) years of office experience with two (2) of those years being in a specialized area of assignment; or an equivalent combination of education and experience sufficient to perform the essential duties of the job.
• Must currently be a Notary Public, or able to obtain certification within 90 days of hire.
• Must be able to pass state background check and fingerprinting.
• Ability to transcribe dictation or speedwriting is desirable; ability to type a minimum of 40 wpm.
• Strong, clear communicator and excellent interpersonal skills; proven ability to effectively and positively communicate with all levels within the organization.
• Demonstrates a sense of urgency, prioritizes well, shows energy, responds to opportunities, instills urgency in others, and meets deadlines.
• Demonstrated experience with Microsoft Office applications.