Job Descriptions

DEFINITION

Under administrative direction of the City Attorney, to perform responsible coordination, technical and advanced clerical support to City Attorney including highly confidential duties, and file maintenance; and do related work as required. This classification is assigned to the confidential bargaining unit for labor relations purposes and is subject to overtime assignments.

DISTINGUISHING CHARACTERISTICS

The Executive Legal Assistant - Paralegal is a single paraprofessional classification responsible for independently performing a variety of complex, difficult and confidential executive and paralegal services. This position is distinguished from other administrative classes by the incumbent’s required knowledge of law office management, local state and federal laws, legal research, legal proceedings legal terminology, court rules and procedures, legal administrative practices and procedures. The incumbent is detail-oriented, organized and able to work independently often juggling multiple tasks and deadlines.

ESSENTIAL FUNCTIONS – Duties may include but not limited to the following:

• Provides executive support to the City Attorney and City Manager.
• Informs City Attorney of pertinent activities; schedules and arranges meetings for City Attorney and City Manager, calendars, organizes, monitors and retrieves all court dates and legal deadlines, meeting and other important dates.
• Receives and screens City Attorney’s Office communications, including office visitors, telephone calls and mail; handles complaints and inquiries from citizens, investigates and resolves complaints and inquiries as possible or refer to appropriate department.
• Serves as liaison between City Attorney’s Office and other City Departments for requests for legal services and confidential matters; communicates with outside legal counsel, Courts and internal City departments, and others for effective projects and case management.
• Organizes and maintains a project intake process of department requests for legal services and maintains a master list of projects, priorities, schedules, and deadlines.
• Reviews all City staff reports, including agreements, resolutions and ordinances, before submittal to the City Clerk for agenda preparation.
• Reviews agreements, ordinances, resolutions and supporting documentation prepared by City staff prior to execution.
• Assists in the review of contracts and agreements relating to insurances and endorsements to ensure proper indemnification language and insurance requirements as it relates to risk management.
• Develops, maintains, and updates template documents for use by City staff including agreements, forms, checklists, and other necessary documentation.
• Gathers and organizes documents for administrative proceedings; may attend and take notes at hearings.
• Assists in the review and monitoring of City Attorney budget, expenditures, and cost recovery. Prepares cost estimates for projects and for budget recommendations for the City Attorney’s review.
• Administer and process invoices.
• Provides logistical and litigation support through activities such as file maintenance and litigation calendars, preparation of notices, subpoenas, depositions summaries, motions and pleadings and other court documents.
• Conducts legal research on procedural and substantive law, analyze case law, statutes and codes.
• Organizes, or assists in citywide training on various legal topics and processes.
• Performs a wide variety of computer related work such as word processing, spreadsheet and specialized functions with a high level of proficiency in computer software programs, including Microsoft Office; compiles statistical data and spreadsheet reports;
• Performs a wide variety of complex, sensitive and confidential assistance to the City Attorney with research of questions of law for precedence related case law, and/or citations and summarizes the results in memoranda or reports.
• Performs other duties related to the operation of the City Attorney’s Office and the City including additional duties that enables the City Attorney and City to meet the diverse needs of the community.

MINIMUM QUALIFICATIONS

Knowledge of:

• Local ordinances, regulations and procedures specific to the City.
• Modern office methods, procedures and word processing equipment.
• Correct punctuation, spelling and grammatical usage together with a good vocabulary and understanding and knowledge of legal terminology.
• City practices and procedures.
• Legal processes.

Ability to:

• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.

• Maintain a master calendar of critical dates, including public hearings, court appearances, and court filings.
• Read, review, and interpret complex legal documents, statutes, cases, codes, administrative procedures and regulations.
• Understand the organization and operation of the City and outside agencies as necessary to assume assigned responsibilities.
• Use a variety of standard business computer software applications.
• Understand, interpret, and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff.
• Facilitate and coordinate meetings or training.
• Plan, initiate, manage and complete complex and multiple simultaneous work assignments or projects with minimal supervision.
• Perform complex administrative, secretarial, and clerical work involving independent judgment requiring thorough knowledge of City and department functions and municipal policies.
• Take responsibility and use good judgment in the application of authority.
• Create clear and comprehensive reports, letters, and memoranda and keep complex records.
• Devise or adopt office procedures in response to changing organizational needs.
• Manage and administer budget principles.
• Understand and carry out oral and written instructions.
• Communicate clearly and concisely, both orally and in writing.
• Effectively represent the department and the City in meetings as directed by the City Attorney or City Manager.
• Establish and maintain effective and positive working relationships with members of the public, co-workers, other City employees, and others contacted during the course of work.
• Perform related duties as required.

EXPERIENCE AND EDUCATION

Experience:

Five years of increasingly responsible experience working as a legal/executive assistant, including public contact, detailed document writing, analytical skills, and the full range of technical and advanced administrative duties.

Education:

Graduation from high school or equivalent. Qualified as a paralegal pursuant to California BPC Code 6450(c).

LICENSE AND/OR CERTIFICATE

Certification or ability to be a Notary Public is required.

Possession of a valid California Driver’s License in the category necessary to perform essential duties of the position may be required at the time of appointment. Maintenance of a valid California Driver’s license and proof of automobile liability insurance is a condition of continued employment.

PHYSICAL REQUIREMENTS

Vision adequate to operate vehicles and office equipment, read instructions and follow directions; hearing adequate to converse on telephone and in person; body mobility adequate to drive and perform required office duties including reaching and bending for files and related office items; use of hands and fingers adequate for operating vehicles, writing, typing, computer, copier, and fax machine and related functions; ability to lift office files, binders and small office equipment, as needed.