Senior Staff Assistant - Legal

This position provides high-level administrative and operational support to the City of Lancaster Solicitor’s Office which currently staffs a full-time Solicitor, Paralegal and Procurement Manager.  The Solicitor’s Office is customer service based and provides in-person legal support to the Mayor, City Council, City staff across all City departments and bureaus, and City boards and commissions. The Legal Assistant is responsible for the performance of confidential and varied administrative legal work including drafting, reviewing and managing a wide range of legal documents, monitoring and tracking litigation, performing legal research and records searches at various courts and state agencies, managing contracts, assisting with PA Right-to-Know Law requests, assisting with litigation and insurance claim management, performing electronic filling and retrieval of documents, and assisting the City Solicitor in handling the varied legal concerns of the City.  The Senior Staff assistant works both independently and in collaboration with the Solicitor team and is adept at prioritizing work. Please note that this position is fully on-site; remote or hybrid work arrangements are not available.

• Assists with the drafting, assembly, award, and management of contracts.
• Drafts legal advertisements, meeting agendas and meeting minutes.
• Develops and maintains templates, informational reports, databases and filing systems. 
• Assists with typing, proofreading, formatting, drafting, and filing correspondence and legal documents such as contracts, bidding documents, ordinances, resolutions, opinion letters and court filings.
• Maintains, files and records transactions and documents both electronically and manually.
• Assists with entering and paying invoices and managing contracts on the City’s electronic accounting system. 
• Coordinate and manage complex calendars, meetings, and internal stakeholder communications. 
• Collects internal documentation for insurance claims.
• Assists with open records requests and subpoenas. 
• Acts as a liaison with City staff, outside counsel and the public to obtain or provide information related to City legal proceedings.
• Manages confidential information with the utmost discretion.
• Oversees legal tracking systems to ensure accurate and timely file management. 
• Performs other duties assigned by the Solicitor.

Education, Training and Experience

• Graduation from high School or completion of GED is required.
• College or associate degree is preferred.
• 3-5 years of progressively responsible experience in a law firm, executive business office or comparable legal or municipal environment is preferred.

Licenses and Certificates

• Possession of a valid Pennsylvania State Driver’s License is required.

Communication and Interpersonal Skills

• Ability to read, write, speak, and comprehend English.
• Excellent verbal and written communication skills.
• Ability to establish and maintain effective working relationships with City officials and employees.
• Customer service skills and the ability to exhibit customer-centered behaviors.
• Ability to withstand unpleasant situations, such as verbal confrontations from residents, while maintaining professionalism.
• Ability to work as part of a team and collaborate effectively with others.

Administrative, Technical, and Software Skills

• Proficiency in Microsoft Office products and comfort with learning new software platforms.
• Ability to use transcription and dictation software in the preparation of documents.

• Ability to perform electronic filing and document retrieval using various systems.

Analytical and Problem-Solving Skills

• Critical thinking and complex problem-solving abilities.
• Ability to perform research, evaluate information, and apply sound judgment.
   

Organization and Time Management

• Ability to work within deadlines and establish priorities.
• Ability to manage multiple work assignments and maintain concurrent projects with multiple deadlines.

 Professionalism and Conduct

• Ability to maintain confidentiality and handle sensitive information with tact and discretion.
• Ability to adapt to new or changing situations and demonstrate flexibility in improving work processes and operations.
• Commitment to following professional and safe practices in the performance of office duties.

Environmental Conditions

• Indoors, Environmentally Controlled 

 
Safety Equipment Used or Needed

• None

 
Comments 

• This description was prepared to indicate the kinds of activities and levels of work difficulty required of positions in this class. It is not intended as a complete list of specific duties and responsibilities.

Salary : $55,000 - $60,000