OFFICE ADMINISTRATOR/LEGAL ASSISTANT

Department: City Attorney

Division: Legal

Pay Grade: GRADE 145: $62,807.18 - $91,070.41 Annual Salary ($30.20 - $43.78 Hourly Rate).

FLSA Status: Non-Exempt, Merit, Full-Time, Eligible for benefits.

GENERAL PURPOSE

This position performs a wide variety of responsible, confidential, and complex administrative, secretarial, and clerical duties for the City Attorney's Office, including drafting ordinances, policies, and court pleadings, responding to discovery requests, taking dictation, interacting with courts, and fluently using legal terminology. Receives direction from the City Attorney. Exercises direct supervision over secretarial and clerical staff.

ESSENTIAL JOB FUNCTIONS

• Perform administrative duties in support of assigned Department Executive Directors & Division Directors.
• Draft ordinances, policies, and court pleadings.
• Answer discovery requests.
• Interact with courts and outside legal counsel.
• Conduct legal research.
• Fluently use legal terminology.
• Prepare requisitions and monitor the budget as assigned.
• Recommend improvements in workflow, procedures, and use of equipment and forms.
• Manage office support functions.
• Direct the work activities of clerical personnel.
• Prioritize and coordinate work assignments and review work for accuracy.
• Maintain a calendar of activities, meetings, and various events for assigned executive director, division directors, and coordinate activities with other city departments, the public, and outside agencies.
• Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems, and precedents relating to assigned responsibilities.
• Type and proofread various complex and confidential reports, letters, memoranda, and statistical charts.
• Type from rough draft or verbal instruction; take and transcribe dictation using dictation equipment as required with the use of legal terminology.
• Independently compose correspondence related to assigned responsibilities.
• Participate in the duties relating to the administration of a department.
• Assist in preparing comprehensive reports, minutes of meetings, and agendas for meetings.
• Compile annual budget requests; recommend expenditure requests for designated accounts; monitor approved budget accounts.
• Assist in a variety of department operations.
• Perform special projects and assignments as requested.
• Organize and maintain complex technical filing systems.
• Perform general clerical work, including filing, scheduling appointments and meetings, and processing payroll.
• Operate various office equipment, including a computer; input and retrieve data and text; organize and maintain storage and filing.
• Assist the City Prosecuting Office with preparing court documents, logging information, and filing.
• Serve as staff on various committees and commissions.
• May take and transcribe meeting minutes.
• May provide technical support in the absence of technical staff.
• Coordinate travel arrangements for department staff as needed.
• Participate in safety and risk management activities; take action to reduce liability to the city.
• Attendance and punctuality are essential functions of this position. Employees are required to work as a team and frequently meet with co-workers and supervisors; employees are required to communicate in person with the public during office hours; and employees are required to use on-site equipment.
• Perform other related duties as required/assigned.

SPECIAL REQUIREMENTS

• Typing with speed and accuracy.
• Possession of, or ability to obtain an appropriate, valid Utah driver's license.
• Employees will be required to complete NIMS IS100 and IS700 within three months of hire.

EDUCATION AND EXPERIENCE REQUIREMENTS

• Associate degree in public administration, related field, or paralegal certificate from an accredited source.
• At least five years of increasingly responsible secretarial experience in a law firm, court, or governmental legal department.
• Certificate from a legal assistant or paralegal educational program or a combination of education and experience. An equivalent combination of the above-stated work experience and education is acceptable.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of the operations, services, and activities of the city.
• Knowledge of modern office procedures, methods, and computer equipment.
• Knowledge of business letter writing and basic report preparation techniques.
• Knowledge of the principles and procedures of record keeping.
• Knowledge of the principles of supervision, training, and performance evaluation.
• Knowledge of English usage, spelling, grammar, and punctuation.
• Knowledge of court operations and the Rules of Civil Procedure.
• Skill in coordinating, organizing, and reviewing staff work with work assigned.
• Skill in independently performing the most difficult administrative support services.
• Skill in interpreting, explaining, and enforcing department policies and procedures.
• Skill in interpreting and applying administrative and departmental policies and procedures.
• Skill in independently preparing correspondence and memoranda using technical legal terminology.
• Skill in supervising, training, and evaluating assigned clerical staff.
• Skill in taking and transcribing dictation, if required by assigned position, at a speed necessary for successful job performance.
• Skill in typing at a speed necessary for successful job performance.
• Skill in working independently in the absence of supervisor.
• Skill in the operation of modern office equipment, including a computer and Microsoft office.
• Skill in working cooperatively with other departments, city officials, and outside agencies.
• Skill in communicating clearly and concisely, both orally and in writing.
• Skill in conducting legal research and/or compiling discovery responses.
• Ability to maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include sitting for extended periods of time, operating assigned equipment.
• Ability to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading, and writing, operating assigned equipment as required by the position.
• Ability to establish and maintain effective working relationships with those contacted in the course of work.
• Ability to maintain mental capacity which allows for effective interaction and communication with others.
• Ability to comply with all city policies and regulations, including safety and risk management standards.

OGDEN CITY BENEFITS

• Language Pay
• Longevity Pay
• Holidays
• Sick, Vacation, and Comp Time Leave
• Medical and Dental
• EAP- Employee Assistance Program
• Life Insurance
• Long-Term Disability
• Employee Loan Program- Computer, Bike & Exercise equipment loans when available
• Wellness Program
• Tuition Reimbursement

OGDEN CITY FULL JOB POSTING ATTACHED AS PDF