Confidential Legal Secretary Ii

GENERAL STATEMENT OF DUTIES:

Confidential Legal Secretary II in the Law Bureau is a highly sensitive and confidential position which requires the ability to exercise judgment based on city-wide policy and procedures. The incumbent is privy on a daily basis to policy formulation and personnel actions relating to collective bargaining, budget, finance and those which affect the entire city. The incumbent must possess a high degree of flexibility in the application of administrative skills. Coordinates activities of personnel in the Law Bureau. Analyzes and organizes office operations and procedures, preparation of payroll information, requisition of purchase orders and other administrative services. Work in this position is performed under the supervision of the City Solicitor, Sr. Deputy City Solicitor, Staff Attorneys and Legal Assistant. This is a management, FLSA-exempt position.

ESSENTIAL FUNCTIONS:

• Ability to concisely and effectively communicate both orally and in writing;

• Prepares correspondence independently on routine and sensitive matters;

• Sound computer and typing skills, with an ability to create, edit, manipulate and review documents, primarily working in Microsoft Office Suite and Adobe products;

• Types letters, memoranda, legal documents, statistical reports, directives, and related materials for the Law Bureau;

• Maintains client confidence by keeping client/attorney information confidential.

• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions; maintaining transcripts; documenting and maintaining evidence.

• Maintains office supplies by checking stocks; placing and expediting orders; evaluating new products.

• Performs basic research to assist in the completion of staff work;

• Data Entry of information on computer;

• Monitors all Law Bureau purchase orders and requisitions;

• Maintains Law Bureau records of invoices, contracts, legislation, etc.;

• Compiles special projects upon request;

• Attends meetings upon request and prepares notes of the proceedings;

• Establishes and maintains master files and Law Bureau personnel files;

• Assists City Solicitor in monitoring and maintaining personnel/payroll and budget procedures;

• Evaluates office production and recommends revisions to procedures as needed upon request of City Solicitor;

• Makes and keeps track of scheduling and appointments for Law Bureau Attorney’s;

• Responsible for making all arrangements for training, seminars, conferences, etc.;

• Receives visitors and directs them to proper office;

• Screens telephone calls, handling them personally if possible or referring callers to proper office;

• Distributes correspondence, U.S. mail and inter-departmental;

• Assists with Right to Know duties as needed at the direction of the City Solicitor or his/her designee;

• Performs other clerical duties as deemed necessary by the City Solicitor or his/her designee.

QUALIFICATIONS:

• High school diploma or its equivalent;

• Prior experience in clerical/secretarial work, preferably in a law office setting;

• Proficiency with Microsoft Office products, Adobe, and Outlook;

• Completion of business school or some related college courses desirable;

• Any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

• A valid Pennsylvania Driver’s License, Class C, or equivalent is also required.

Job Type: Full-time

Pay: $55,000.00 - $61,200.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Clerical experience: 3 years (Preferred)
• law office: 2 years (Preferred)
• Microsoft Office: 3 years (Preferred)
• Adobe Acrobat: 3 years (Preferred)

License/Certification:

• Driver's License (Preferred)

Ability to Relocate:

• Harrisburg, PA 17101: Relocate before starting work (Required)

Work Location: In person