Legal Administrative Assistant/Paralegal

The Town of Manchester is a vibrant and diverse community with an array of public services that reflect a set of values shared by its residents and leaders committed to bringing Manchester into the 21st century as an up-and-coming community that cares about its residents, its children, its schools and parks, its roads and utilities, and the health and safety of the Manchester Community.

Town of Manchester’s employees are essential to the town’s ability to provide quality services to the community. It is our goal to attract a diverse, and well-qualified workforce that are representative of our residents to bring their experience and expertise to join our team. 

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NATURE OF WORK 

Working under regular supervision of the Town Attorney, this position coordinates the legal services of the Town Attorney’s office to facilitate accurate and responsive representation and provides administrative support to meet departmental needs. 

Essential Job Functions 

• Types, prepares and proofreads legal documents, communications and correspondence, including but not limited to court briefs, motions, memoranda, pleadings, contracts, releases, affidavits, deeds and mortgages.
• Manages requests for records received by the Town of Manchester under the Freedom of Information Act. Tracks requests, coordinates with appropriate Departments to obtain records, and prepares responses to requests for records.
• Assists in drafting ordinances and resolutions for Board of Director meetings.
• Coordinates and initiates all matters related to preparing, serving and filing of summons and complaints, notices of lien, subpoenas, including dispatching a marshal.
• Maintains filing systems, scans and uploads documents, processes daily mail, answers the phone and takes messages.
• Assists with preparation for depositions, hearings, mediations and trials, including compiling and organizing exhibits.
• Schedules, coordinates and monitors various court and agency calendars to assure appropriate filings and representations.
• Conducts title searches and records documents on the land records.
• Researches information for complex and sensitive projects.
• Orders, maintains and authorizes procurement of office supplies.
• Provides timely verbal and written communications to Board of Director members, Town administration, and Town boards and commissions on a variety of legal matters.  
• Serves as a Notary Public for internal purposes.
• Performs other duties as assigned.

Desirable Knowledge, Skills & Abilities 

• Knowledge of legal office systems, practices, terminology, methods and procedures.
• Knowledge of the functions, activities, and responsibilities of municipal operations.
• Familiarity with or ability and willingness to become familiar with the requirements of the Freedom of Information Act.
• Working knowledge of general office equipment and a variety of software programs including Suite, Adobe Acrobat Pro, Outlook and Access.
• Knowledge of e-filing procedures in state and federal courts.
• Knowledge of real estate transactions.
• Ability to multitask and prioritize assignments.
• Ability to use considerable initiative and creativity to identify and resolve situations.
• Ability to follow complex oral and written directions.
• Ability to deal effectively with others
• Ability to maintain confidentiality, exercise sound judgment, and handle sensitive matters with tact and diplomacy. 

Physical & Mental Effort/Environmental & Working Conditions 

• Must be mobile, able to push/pull/lift objects of less than 20 pounds, and able to sit for prolonged periods. Able to perform moderately difficult manipulative skills and skills which require hand-eye coordination, such as keyboard skills or using a calculator.
• Must be able to see objects closely, as in typing a report; hear normal sounds with some background noise, distinguish voice patterns and communicate through human speech, as in answering a telephone.
• Must be able to concentrate on fine detail with constant interruption, attend to task for 60 minutes or more, remember multiple tasks given to self and others over long periods, and understand the theories behind several related concepts.
• May be exposed to dust, electro-magnetic radiation as in computer screens. 

Minimum Training & Experience 

High school graduate plus a minimum of three (3) years of legal secretarial experience in a law office; or completion of a post-secondary school, plus minimum of 3 years of legal secretarial experience in a law office or equivalent combination of education and/or experience. Suitable experience may be substituted for educational attainment if deemed appropriate by the Town Manager or their designee. 

Must possess, or obtain within three months of employment, a certificate of appointment as a notary public within the State of Connecticut, and maintain such certificate throughout the term of employment. 

Bilingual preferred. 

THE ABOVE DESCRIPTION IS ILLUSTRATIVE. IT IS INTENDED AS A GUIDE FOR PERSONNEL ACTIONS AND MUST NOT BE TAKEN AS A COMPLETE ITEMIZATION OF ALL FACETS OF ANY JOB.

• Medical Insurance
• Dental Insurance
• Life Insurance
• Voluntary Vision Insurance
• 14-Paid Holidays
• Sick Time
• Annual Leave
• Paid Parental Leave
• Defined Contribution Plan with 6% employer match
• Tuition Reimbursement & loan repayment assistance
• Access to fitness center
• The Town of Manchester is an eligible Public Service Loan Forgiveness (PSLF) employer