Salary - $42,000-$47,000 annually
POSITION SUMMARY: The City of South Bend seeks an eager, motivated Administrative Assistant II/Legal Assistant to join its Department of Law. The Assistant performs a wide range of administrative and legal support tasks under general supervision for a municipal legal department. This position requires knowledge of the legal profession, as well as the ability and desire to:
- interact with the public, the media, and other constituent groups;
- produce an accurate and polished work product, including correspondence, legal documents, and business documents;
- manage a high volume of records, data, and information in an organized and efficient manner;
- work with and assist a dynamic team of legal professionals to achieve common goals and improve quality of service to the residents of the City of South Bend; and
- maintain complete confidentiality and professionalism in all matters pertaining to the City of South Bend
A high level of attention to detail and organization, multi-tasking and prioritization abilities, strong customer service and problem-solving skills, solid computer technology and Microsoft Office proficiency, and good character and interpersonal skills are all essential for success in this role. Applicants with a solid legal background, understanding of legal research and writing, and/or experience in a legal setting are strongly encouraged to apply.
As a leader and employee of the City of South Bend, you are called upon to serve in a manner that supports Our Core Values: Excellence, Accountability, Innovation, Inclusion, and Empowerment as you carry out our primary employee expectations: Champion Values & Organizational Pride, Champion Operational Excellence, Make Sound Decisions, Embrace Coaching and Accountability, Communicate with Excellence, Value Diverse People and Perspectives, Embrace Personal Development, Exhibit a Positive Attitude and Own Your Health, Wellness & Safety
SUPERVISION EXERCISED: Not applicable
ESSENTIAL DUTIES AND RESPONSIBILITIES: This list represents the types of duties required by the position. Specific duties will be assigned and rotated to ensure cross-training between administrative staff and coverage of all tasks as needed.
- Answers multi-line telephone system and greets clients and public; takes thorough and accurate messages and directs calls appropriately;
- Coordinates and manages numerous records related to collection efforts, interacting with outside and internal contacts appropriately and professionally.
- Handles cash payments and deposits in accordance with applicable regulations and procedures.
- Manages detailed financial records related to the City’s collections practices.
- Drafts correspondence and legal documents, including but not limited to complaints, answers, memoranda, briefs, contracts, resolutions, ordinances, and forms.
- Researches case law and applicable Indiana laws to assist attorneys with legal strategy and due diligence.
- Prepares meeting notices and agendas, takes meeting notes, and prepares written minutes.
- Maintains extensive files and records of legal documents, correspondence, and court case histories, utilizing electronic practice management system.
- Files documents in multiple courts electronically; communicates with court personnel as necessary.
- Prepares or assists with preparation of a variety of reports; organizes supplies and files; assists with other administrative team tasks as needed.
- Maintains attorney calendars, schedules, and follow-up systems.
- Processes incoming and outgoing mail.
- Recognizes processes in need of improvement, offers suggestions for improvement, and assists with implementation of improvements.
- Critical competencies include, but are not limited to, communication, critical thinking, accountability, problem-solving, time-management, and resourcefulness.
NON-ESSENTIAL/MARGINAL FUNCTIONS: Perform other duties and assume other responsibilities as apparent or as assigned.
EDUCATION / QUALIFICATIONS: To perform this position successfully, an individual must be able to perform each essential duty in a satisfactory manner. The requirements listed herein are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
· At least three years’ related work experience. A higher education degree or other certificate (i.e. paralegal certificate) may be considered as a substitution for legal experience.
· High school diploma or equivalent is required. Strong preference will be given to candidates who have completed higher education and demonstrate a commitment to continuing education.
KNOWLEDGE SKILLS AND ABILITIES:
- Strong computer technology skills including proficiency with Microsoft Office tools, Adobe, and other business software is required.
- Understanding and use of legal case management software.
- Proficiency in navigating Westlaw, state statutes, and local ordinances.
- High level of attention to detail.
- Multi-tasking and organizational abilities.
- Excellent spelling, grammar, and proofreading skills.
- Knowledge of legal profession, legal document preparation, and multiple court systems.
- Ability to establish and maintain effective working relationships with co-workers, supervisors, and the public; desire to produce quality work in a diverse team environment.
- Knowledge of rules and procedures for conducting meetings and taking notes.
- Ability to communicate effectively orally and in writing.
CERTIFICATES, LICENSE, REGISTRATION: Indiana Notary Certification encouraged
EQUIPMENT: Desktop computer, telephone, copier, scanner, and facsimile machine.
PHYSICAL DEMANDS: The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and walk, and talk or hear. The employee is occasionally required to walk; use hands and fingers, handle or feel objects, tools or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required in this job include vision and the ability to adjust focus.
WORK ENVIRONMENT: Work is performed in office settings, with moderate inside temperatures. The noise level in the work environment is usually quiet to moderate. The entire work environment is tobacco free.
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