Legal Assistant

Summary

Under basic supervision, this job classification provides technical and administrative assistance to support the activities of attorneys and Risk Management in the City Attorney's Office; uses independent judgment based on technical knowledge to conduct research, prepare legal documents, and manage case files.

ESSENTIAL FUNCTIONS: - Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Serves as Legal Assistant to attorneys and Risk Management; works independently and makes appropriate decisions based on knowledge of City policies and legal standards; performs duties within scope of authority; duties may vary according to job assignment.
• Performs bookkeeping and accounting functions; processes special billings; maintains and reconciles accountings for claims and litigation costs, financial account records, and journal entries; works with insurance carriers and maintains insurance claims audit reports and accounting audit reports.
• Applies independent judgment based on knowledge of City and City Attorney's Office policies and procedures, gained through work experience and technical training; may provide case management functions for prosecution, litigation and/or Risk Management; prepares, tracks, and follows up on legal documents; maintains and updates case files.
• Prepares and processes legal and technical documents; prepares legal papers for court filings, and processes legal documents according to court procedures and attorney instructions.
• Creates and manages case files; composes and creates memoranda and legal documents; researches files and computer databases; updates files, computer records and tracking systems; checks on-line databases, and collects and distributes related information.
• Evaluates case files and researches missing and incomplete information and documents; reviews case files and status with attorneys and/or Risk Management, and prepares activity and status reports.
• Prepares and processes legal and technical documents for City Council actions, including contracts, leases, resolutions and ordinances; may assist with legislative tracking and lobbying functions.
• Provides standard administrative and secretarial support, including transcription and scheduling.
• Supports the relationship between the City and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; promotes the City goals and priorities, vision, values and the “Yuma Way”, and complies with all City policies and procedures.
• Maintains absolute confidentiality of work-related issues and City information; performs other duties as required or assigned.

MINIMUM QUALIFICATIONS

Education, Training and Experience Guidelines

High School Diploma or GED equivalent; AND three years of experience in a legal practice; OR an equivalent combination of education, training and experience. Must be able to type 50 wpm proficiently.

Knowledge of:

• City organization, operations, policies and procedures.
• Applicable state and Federal rules and regulations, including rules of evidence.
• Principles and protocols for the management of official documents and court records.
• Legal system and law enforcement agency procedures and terminology.
• Legal research methods, techniques, sources, and databases.
• Legal case management procedures, ethics and techniques.
• Principles of record keeping, case files and records management.

Skill in:

• Coordinating and performing a variety of skilled legal administrative functions.
• Providing legal administrative support to public sector attorneys.
• Drafting, preparing, filing, and distributing various types of legal documents.
• Working independently, and prioritizing multiple tasks, projects and demands.
• Dealing tactfully and courteously with the general public and others seeking information about department functions and activities.
• Operating a personal computer utilizing specialized software, and entering information into a computer system with speed and accuracy.
• Verbal and written communication, and exercising judgment and discretion in decision making.

A valid Arizona State Driver's License is required. Certification as a Legal Assistant or Paralegal from an organization approved by the American Bar Association and the State of Arizona is preferred.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed in a standard office environment. May occasionally be required to bend, reach, stoop, and lift objects.