CHARACTERISTICS OF THE CLASS
Under the direction of the City Attorney and Assistant City Attorneys, performs specialized and responsible secretarial work and paralegal work. Incumbent is responsible for relieving the City Attorney and Assistant City Attorneys of operational and administrative details and works with considerable independence within the scope of established policies and procedures. Position requires discretion and diplomatic skill in representing policies and working effectively with City personnel, officials, and the public. Performs other work as required.
EXAMPLES OF DUTIES
A. ESSENTIAL FUNCTIONS
Handles clerical details, including stenographic or transcription duties, and routine operational administrative matters; transmits orders and instructions with the authority of the supervisor.
Performs public relations functions with the public, Department Heads, City officials, and other personnel; schedules and coordinates meetings, conferences, and appointments for the City Attorney’s Office and attorneys in that office.
Prepares and maintains departmental records, correspondence, and reports for meetings, notices, agendas, and other matters; may take and transcribe minutes of meetings.
Prepares replies to correspondence from dictation, instructions, or on own initiative; compiles and prepares reports; searches files and other sources to develop background materials; assists in a variety of office tasks.
Makes travel arrangements and maintains record of itinerary. Processes orders for necessary supplies and services.
Organizes conference telephone call and meetings. Calendars and tracks court and administrative tribunal hearings and dues date(s) for filing responsive pleadings and other documents, and alerts attorneys as to due date for filing responsive pleadings and other documents.
Prepares payroll records and at the request of the City Attorney or Assistant City Attorneys, maintains compensatory time records for members of the office.
Prepares motions and pleadings for court proceedings at direction from City Attorney and Assistant City Attorneys.
Understands and has an effective proficiency in the use of the State of Florida e-filing systems for all levels of Florida courts. Understands and effectively uses the federal court PACER system.
Prepares and/or assists in preparation of closing statements for real estate closings.
Has an operational knowledge and effectively uses Westlaw.
Handles the recording of plats and subdivision related documents. Has a working relationship with the Clerk of Courts office and County Mapping department.
Is responsible for continuously working with the City Attorney and Assistant City Attorneys in keeping office desks and papers thereon organized and generally in a clean and orderly condition.
Is able to undertake basic legal research of case law and statutes.
Files all documents and prepares court files in a court-ready condition (pleadings tabbed and indexed).
A. TRAINING AND EXPERIENCE
Education equivalent to completion of the twelfth school grade, and at least three years legal secretarial experience at the full performance level, or any equivalent combination of acceptable training, education, and experience. Paralegal training and experience is considered to be helpful. Previous experience in a private law firm or a local government attorneys’ office is considered to be essential.
B. KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of business English, spelling, punctuation, and mathematics.
Knowledge of current office procedures and practices in planning and organizing work to meet goals and objectives.
Knowledge of the proper form of documents to be filed in Court.
Knowledge of proper citation forms for case statutes, rules and legal encyclopedia and law review articles.
Skill in transcribing dictated material via stenography, speedwriting, stenotype, or voice tape.
Skill, proficiency, and extensive knowledge in the use of a personal computer and various applications programs, including Microsoft Office program 2010, Word 2007, and Excel. Ability to gain knowledge and be fluent in the operation of the MUNIS system within 180 days of employment.
Skill in dealing with City residents and others and assuring that they will have a good impression of the City Attorney’s office.
Knowledge of government structure and what agencies and personnel in those agencies can resolve issues and problems of citizens and the City.
Knowledge of, and ability to deal respectfully with, judges in the judicial system.
Ability to make independent decisions and to assist in routine Managerial decisions.
Ability to work effectively and courteously with the public and other employees.
Ability to follow complex written and oral directions.
Ability to carry out a wide scope of clerical procedures.
Ability to compose effective and accurate correspondence and reports.
Ability to deal with non routine matters.
Ability to operate modern office equipment such as copier, microfilm, computer terminal, word processors, calculator, dictaphone, telephone, fax machine, reprographics, and typewriter.
Ability to type with speed and accuracy.
D. PHYSICAL AND MENTAL REQUIREMENTS
Ability to hear and understand conversation in English in a normal tone of voice. Requires hearing ability for use of telephones, "voice processing", and oral instructions.
Ability to see and read letters, numbers, words, characters or symbols which are both large and small, as well as identify colors.
Ability to print letters, numbers, words, characters and symbols - must be legible and understood by others.
Ability to assemble and distribute documents, including approximately 30 agenda packages (many of the packages include 80 or more pages) for City Council meetings, two times a month.
Ability to sit for 1-2 hours continuously to complete reports by deadline.
This job description is not intended to be and should not be construed as an all inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add or remove duties and assign other duties as necessary. This job description does not constitute a written or implied contract of employment.
Revision Date - 9/25/13