File: Legal Secretary/Paralegal Job Code: 205 FLSA: Nonexempt Unit: Confidential Unrepresented Revised: 10/94
LEGAL SECRETARY/PARALEGAL
DEFINITION
Under general supervision, to perform difficult and responsible legal secretarial and administrative work involved in the conduct of the City Attorney's office; and to perform other duties as assigned.
EXAMPLES OF DUTIES
The Legal Secretary makes appointments and introduces callers; accurately transcribes from electronic transcribing equipment a variety of legal dictation, including opinions, memoranda, suits, legal pleadings, leases and contracts, ordinances and general correspondence; reviews and follows up matters for Council consideration and prepares necessary legal forms and materials; prepares publications and contracts regarding public improvements; drafts and types resolutions, proclamations, contracts, leases, complaints, and other legal documents; requisitions supplies as required; communicates effectively, both orally and in writing; sets up litigation files on law suits and prepares relevant documents; answers telephones and directs calls to appropriate person; establishes and maintains office recordkeeping system; types and distributes notification of changes in laws; operates modern office equipment such as, electronic dictation transcribers, modems, 10-key calculator, photocopier and fax machines; establishes and maintains accurate, up-to-date filing system; researches case law; sets up appointments; accurately calendars court appearances, meetings, responses on legal pleadings; identifies and verifies legal citations; organized documents and files in preparation for trials; makes travel and other reservations; creates, monitors and updates annual litigation status report; attends budget preparation meetings and prepares budget for review; utilizes personal computers to perform word processing, spreadsheet and specialized functions.
MINIMUM QUALIFICATIONS
Knowledge of: Legal forms, documents, calendaring, terminology and secretarial processes in a law office; modern office practices and procedures; modern office equipment; policies and procedures governing the City Attorney's office; legal research techniques; proper English usage, spelling, grammar, punctuation, and demonstrated proficiency; alphabetical, numerical and chronological filing and recordkeeping systems; personal computer operating systems and software applications.
Skill to: Accurately transcribe from electric transcribing equipment; type accurately and meet City keyboard proficiency standards; manage the administrative functions of a busy law
S:\CLASSPEC\Legal Secretary Paralegal $.doc Page 1 office; establish and maintain effective working relationships with those contacted in the course of work; work independently; prioritize work assignments; maintain confidentiality; use good judgment; act with loyalty and integrity; communicate effectively verbally and in writing; research case law; organize documents and files for trial; track litigation; utilize personal computer and computer software to perform word processing, spreadsheet and specialized functions.
Experience: Three years of increasingly responsible legal secretarial experience, including experience in establishing and maintaining litigation files. One year in managing a small office preferred.
Education: Equivalent to graduation from high school, supplemented by business and word processing courses.
License: Possession of a valid California Driver's license and, as required, a valid Medical Examiner's Card must be maintained.
Physical Characteristics: See well enough to: read fine print, VDT's and drive vehicles; hear and speak well enough to converse over the telephone and in person; use of fingers and hands to write, use a computer keyboard and 10-key calculator; mobility to move about the building and other buildings; bodily movement to bend, stoop, stretch and reach; strength to lift a minimum of 40 pounds.
Other Characteristics: Must be willing and able to: work such hours as are necessary to accomplish job requirements; travel to attend classes, meetings, and/or seminars as required; comply with office grooming standards.
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