DISTINGUISHING CHARACTERISTICS OF WORK

Secretarial work requiring a qualified typist with computer knowledge. It requires the exercise of judgment in the application of prescribed procedures and methods in the preparation of a variety of legal documents.

ESSENTIAL EXAMPLES OF DUTIES

The following illustrates examples of some of the essential duties and responsibilities of the Executive Legal Assistant. There may be other essential functions, not listed below, in order to accomplish the tasks as presented by the Supervisor.

• Under the direction of the Assistant City Attorney, Deputy City Attorney and/or City Attorney provides secretarial and administrative support to the Law Department.

• Performs related work as required to ensure the efficient operation of the related legal matters.

• Types and saves in the Law Dept. System a variety of legal documents, including but not limited to, correspondence, court pleadings, ordinances, resolutions, contracts, agreements, and composes letters and routine documents from instructions received with discretion and confidentiality is required.

• Is proficient in Microsoft Office, Word and Excel .

• Opens assignment and contracts files giving them subject headers, client listing , other required information and can save the legal work product in the office file system under the designated assignment/ contract number.

• Performs modest and complex legal/administrative work.

• Tracks court, arbitration, mediation, and conference dates and deadlines to ensure timely filing of legal documents; files pleadings with the court.

• Answers telephones, prepares phone messages, places calls for attorneys, directs and responds to requests from

the public, responds to inquiries or directs calls to appropriate staff person.

• Maintains calendar for assigned attorneys, schedules appointments, meetings, public hearings, court dates and administrative meetings and hearings .

• Files documents and materials in office files; maintains tickler file system.

• Makes and coordinates seminar and conference registrations and travel arrangements for assigned attorneys. Makes payment requests and payment approvals as required.

• Maintains confidentiality in all matters concerning the City Attorney's Office and other City departments.

• Performs general office services, including photocopying.

• Performs legal research, prepares documents and obtains relevant records for litigation.

• Analyzes facts, case law and statutes; applies knowledge of law and legal procedures in drafting legal documents, in researching and in drawing legal conclusions in assigned projects.

• Performs legal research and discovery under direction of attorneys.

• Obtains pertinent cases, analyzes the cases and prepares inter-office memoranda.

• Manages legal filing systems. Performs litigation research. Assists attorneys and city staff in answering interrogatories and requests for various discovery needs.

• Prepares, under the supervision of an attorney in the Law Department, matters for courts as well as municipal and/or county hearings; initiates further investigation as warranted; prepares summons, complaints, discovery, subpoenas, and other legal documents; prepares court docket files.

• Assists attorneys in complying with court rules of procedure for filing and electronic filings.

• Assist in preparation of presentations and special projects as assigned by the attorney(s).

• Ability to prepare drafts of inter-local agreements, contract templates, ordinances, resolutions, and other legal documents in consultation with and under the supervision of assigned attorney(s).

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of the formats used in the preparation of a variety of legal documents.

• Knowledge of modern office practices, procedures, methods and techniques, particularly in the field of Law.

• Ability to organize and perform a variety of difficult clerical work.

• Proficient computer as described above skills are necessary.

• Knowledge of English grammar, punctuation and vocabulary skills is important.

• Ability to follow oral and written instructions; work effectively with other employees; establish and maintain an effective rapport with the public; work independently in the absence of special instructions.

• Knowledge of federal and state statutes.

• Knowledge of the Public Records Act, Sunshine Law, and State Conflict of Interest/ Ethics Laws.

• Skilled in analyzing comprehensive legal documents.

• Requires the ability to read a variety of materials relevant to government, legal, and city administration operations that range from moderate to complex levels.

• Requires the ability to analyze and interpret problems, and draw valid conclusions in task processing and prioritization.

• Ability to work collaboratively with all persons in the Law Department, City Administration, City Departments, and City Elected Officials.

• Requires the ability to deal with people from a variety of departments in both giving and receiving instructions.

• Must be able to perform under stress of frequent deadlines.

• Performs related duties as required.

PHYSICAL REQUIREMENTS

The following are some of the physical requirements associated with this position. Reasonable accommodation may be made by the City to enable an individual to perform the essential duties/functions of the position.

• Must have ability to effectively communicate and interact with other employees and the public through the use of telephone and personal contact as normally defined by the ability to see, read, talk, stand, hear, hands to finger dexterity, handle, feel or operate objects, read and write English.

• Physical capability to effectively use and operate various items of office equipment; such as but not limited to a personal computer, calculator, copier and fax machines.

• Work is performed indoors within a quiet to moderately noisy environment.

• Must be able to lift, carry and or push articles weighing up to 20 lbs.

MINIMUM TRAINING AND EXPERIENCE

• High School graduate.

• Minimum of three (3) years’ experience as a full-time legal secretary in the United States.

• Minimum of two (2) references from attorneys whom may be contacted by the City and who have personal knowledge of the Applicant’s work.

• Some knowledge of legal research systems (e.g., Westlaw, Lexis, Florida Statutes online, etc.)

When claiming veterans’ preference, you must provide a copy of your DD-214, Certificate of Release or Discharge from Active Duty, or other acceptable documentation.

IF YOU MEET THE MINIMUM REQUIREMENTS AND WISH TO BE CONSIDERED FOR THIS POSITION, PLEASE FILL OUT AN EMPLOYMENT APPLICATION FORM WITH RESUME ATTACHED AND SEND VIA EMAIL TO HRRESUMES@HIALEAHFL.GOV OR SUBMIT IT IN PERSON TO THE CITY OF HIALEAH HUMAN RESOURCES DEPARTMENT LOCATED AT 501 PALM AVENUE, 3RD FLOOR, HIALEAH, FL 33010.

MONDAY – FRIDAY 8:30 A.M. – 5:00 P.M

For any additional questions, please contact the City of Hialeah Human Resources Department at (305) 883-8050.

City of Hialeah Municipal Government

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Executive Legal Assistant