Senior Legal Secretary

Senior Legal Secretary Print (https://www.governmentjobs.com/careers/paloaltoca/jobs/newprint/4404665) Apply  Senior Legal Secretary Salary $85,155.20 - $127,732.80 AnnuallyLocation Palo Alto, CAJob TypeRegular Full-TimeJob Number202400511DepartmentCity Attorney's OfficeOpening Date02/26/2024Closing Date3/17/2024 11:59 PM Pacific

Description

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Description:The City Attorney's Office mission is to serve the City of Palo Alto by providing high-quality legal representation. We partner with the City Council and City Manager to find creative approaches to the opportunities and challenges that face Palo Alto. To learn more about the department click HERE. (https://www.cityofpaloalto.org/Departments/City-Attorney) This role performs advanced level para-professional and highly technical and responsible administrative support services for professional staff in the City Attorney's Office. Incumbents in this classification exercise considerable expertise in legal terminology, legal procedures, calendaring of legal deadlines and time limits, and exercise discretion in the resolution of complex problems where the consequence of error is relatively high. Incumbents apply strong knowledge of the code of civil procedure and local court rules. Duties include researching legal information from readily available sources, with primary emphasis placed on assembling data, preparing and transmitting documents, and providing technical or procedural information in response to inquiries. Benefits: Fantastic benefits package, to learn more click HERE (https://www.cityofpaloaltoemployee.com/summary-of-benefits) . Compensation (MGMT) : Comprehensive compensation plan, to learn more click HERE. (https://www.cityofpaloalto.org/Departments/Human-Resources/Labor-Agreements-and-Salary-Schedules) Essential Duties:Essential and other important responsibilities and duties may include, but are not limited to, the following:

Prepares draft ordinances, resolutions, legal papers, and court documents, requiring comprehensive knowledge of technical legal terminology and prescribed document formats from brief oral and written instruction; researches source documents for relevant data; initiates specified correspondence, such as transmittal letters, independently for signature by appropriate staff.

Processes pleadings, subpoenas, contracts, ordinances, resolutions and other legal documents and correspondence, memoranda and reports applying knowledge of correct processes and procedures including compliance with local court rules.

Reviews finished materials for completeness, accuracy, format, compliance with policies and procedures and appropriate English usage; organizes and maintains various administrative, reference and follow up files.

Establishes, maintains, revises and updates departmental databases including but not limited to work requests, claims and litigation databases; prepares weekly status reports for attorney staff and agenda management; semi-annual litigation reports and such other reports as requested by City Attorney.

Coordinates materials and prepares attorneys for upcoming City Council, commission, board, or committee meetings.

Acts as receptionist for the City Attorney's Office, including screening telephone calls, correspondence, and/or visitors; distributing mail and providing oral or written responses to inquiries which may require use of judgment and interpretation of polices and procedures; makes referrals to other appropriate sources of information, using tact and judgment, and applying knowledge of diverse legal procedures.

Makes appointments, maintains calendar, tickler file, schedule and arranges meetings and makes travel arrangements; organizes meetings and prepares requested informational material for attorneys. Follows up with appropriate attorney to ensure departmental deadlines as well as legal and/or court deadlines are met.

Reviews claim forms, works with department to obtain report of the facts, meet with appropriate representatives and request additional information as determined, such as requesting the department to take and submit pictures, evaluates liability claims against the City, by reviewing department recommendation and analyzing internal City rules, regulations, etc.

Prepares preliminary determination of the settlement of in- house claims; sets and reevaluates claim reserves; makes recommendations to City Attorney regarding settlement amounts by completing applicable research.

Attends small claims court on the City's behalf with department representative.

Compiles narrative and statistical reports as needed, including monthly status of litigation reports; assists in the development of departmental budget requests on an annual basis.

Files or arranges for the filing of legal briefs and other paperwork with the court.

Organizes own work, sets priorities and meets critical deadlines.

Performs related duties and responsibilities as required.

Minimum Qualifications:Sufficient education, training and/or work experience to demonstrate possession of the following knowledge and skills, which would typically be acquired through:

Training and experience equivalent to completion of the twelfth grade

and

5 years current increasingly responsible, full-time legal secretarial experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

Municipal or governmental experience desirable.

Qualifications to enter this position requires knowledge/skill in:

Legal practices, procedures, forms, documents, and terminology;

Researching local court rules and the code of civil procedure;

Providing varied and responsible secretarial and office administrative assistance to one or more attorneys;

Exercising judgment, initiative, tact, courtesy, and discretion within established guidelines in dealing with other departments, City officials, outside agencies and the public;

Performing complex clerical and secretarial tasks using independent judgment;

Establishing and maintaining accurate records;

Developing and compiling clear and comprehensive reports;

Working effectively and tactfully with other employees, professional personnel, representatives of other agencies, and the public;

Using modern office equipment;

Using a computer and related software applications;

Keyboarding at 70 wpm;

Organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction;

Communicating with others and to assimilate and understand information, in a manner consistent with the essential job functions;

Operating assigned equipment;

Making sound decisions in a manner consistent with the essential job functions;

Communication and interpersonal relations as applied to interaction with coworkers, supervisor, the general public, and others.

Municipal or governmental functions and practices.

Supplemental Information:SUPPLEMENTAL INFORMATION:Working Conditions / Physical RequirementsWork in an office environment; sustained posture in a seated position for prolonged periods of time, answering the telephone, assisting the public.Positions in this class typically require: reaching, standing, walking, lifting, fingering, grasping, talking, hearing, seeing and repetitive motions. Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.The City of Palo Alto is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.