Attorney - Legal Assistant​/Administrative Secretary

Legal Assistant/Administrative Secretary

DEPARTMENT

CITY ATTORNEY OFFICE

SALARY

$27.00

FLSA

NON-EXEMPT

CIVIL SERVICE

NOT INCLUDED

BARGAINING UNIT

NON-BARGAINING

Staff support position responsible for performing a variety of confidential clerical and legal support tasks within the City Attorney’s Office requiring the use of independent judgement. The work is performed under the general direction of a department head or designee. This role is ideal for someone looking for a temporary position.

These functions are considered essential for successful performance in this job classification.

• Manges EDMS account load of all current filings through EDMs. Files citations for departments that need assistance.
• Attends arraignments, sets trials, and acts as court attendant if requested by the Magistrate.
• Tobacco violations – prepares letters, complaints and acknowledgment/settlement agreements assessing civil penalties for businesses with cigarette permits who violate the law by selling to minors; follows up with correspondence and Orders to Council; sends written report to Attorney General’s Office.
• Prepares and sends collection letters for Fire Rescue and Traffic Operations and any other departments requiring assistance.
• 657A lawsuits – orders lien report from Abstract Company; prepares all required paperwork, including but not limited to Petition (may be dictated by attorney), Original Notice, directions to Sheriff and Proof of Service, and arranges for publication if needed; makes preparations for hearing and prepares default notice; notifies Code Enforcement of hearing date.
• Prepares Traffic Code ordinances, small claims action, condemnation proceedings, and other lawsuits and actions.
• Transcribes dictation for attorney(s) as needed.
• When lawsuits are served, make a copy for the City Clerk and give it to the attorney immediately.
• Reviews the weekly council agenda and organizes Agenda items for the attorney attending the meeting.
• Reviews Council minutes and prepares deeds or ordinances, as needed.
• Reviews changes made by the Iowa legislature to the Traffic Code, updates the local Code as needed, and sends revisions to the printer.
• Prepares tickets, subpoenas, witness forms, and other paperwork for trial, including misdemeanor and municipal infraction citations and coordinates with Clerk of Court’s Office to make sure schedules coincide.
• Prepares paperwork for payroll garnishments and answers questions from the Sheriff’s Office.
• Notifies Code Enforcement Officer, WPD, Building Inspectors, and ACS of hearing dates.
• Provides department budget preparation assistance as needed, including preparing budget request forms for the City Attorney.
• Sets trial date for misdemeanor or municipal infractions and completes applicable paperwork for attorney(s) and Clerk of Courts.
• Prepares travel request forms and keeps legal references up to date.
• Keeps track of hearing and trial dates and makes applicable notifications.
• Greets the public and answers incoming phone calls, providing information based on knowledge of City and Attorney’s Office’s policies, regulations and procedures or directs inquiry to appropriate person or department.
• Orders office supplies and maintains inventory.
• Cleans out files yearly, catalogs and puts in storage. Must be comfortable with scanning and online document storage systems.
• Prepares payment vouchers for Attorney’s Office invoices.
• Prepares and maintains payroll and benefits records for the Attorney’s Office.
• Using Microsoft Word, Excel, Access, or other applicable software, prepares letters, reports and documents relative to the Attorney’s Office functions.

• Knowledge of Microsoft Office software, in particular Word and Excel (testing of skills may be done if being considered for the position) and must be able to learn specialized software.
• Thorough knowledge of clerical functions, office procedures, terminology and equipment, including personal computers.
• Ability to type fifty (50) words per minute net of errors (verification of typing speed may be required).
• Ability to perform general office services,…