Legal Office Administrator

Overview

The Legal Office Administrator serves as the lead administrative professional for the legal department, working closely with the Legal Operations Manager and legal counsel. The Legal Office Administrator performs a wide range of high-level administrative and operational functions to support the daily operations of the City Attorney’s Office. This role is responsible for coordinating legal workflow, managing document processing, supporting attorneys, and ensuring procedural compliance in legal filings and communications.

This position differs from Legal Assistants or Legal Secretaries in that it carries broader responsibilities, including staff coordination, legal calendar oversight, document quality control, and interdepartmental communication.

• Coordinate the administrative functions of the City Attorney’s Office, ensuring smooth day‑to‑day operations.
• Serve as the principal liaison regarding document processing and administrative matters.
• Track intake workflow, legal deadlines, litigation calendars, and filing requirements using case management or docketing systems.
• Serve as backup support for finalizing agreements, pleadings, and legal correspondence to ensure accuracy and compliance with established standards, resolutions, and ordinances, if needed.
• Draft and process municipal liens, lien satisfactions, and code enforcement partial/full releases in coordination with Legal Operations Manager, counsel, and appropriate departments.
• Route contracts and agreements through proper approval channels and maintain organized records of all legal documents.
• Coordinate the response to public records requests on an as‑needed basis if requested.
• Maintain filing systems (electronic and physical) and oversee retention and disposal in accordance with records management policies.
• Provide scheduling support for court appearances, meetings, depositions, and other legal proceedings.
• Coordinate billing and invoice tracking for outside counsel, litigation expenses, and related reports.

• Associate’s Degree in Legal Studies, Paralegal Studies, Public Administration, Business Administration, or a related field.
• Minimum of 3 years of experience in a legal administrative or paralegal support role, preferably within a public government or private legal office.
• Experience working with legal documents, court procedures, contract routing, and public records requests is required.
• Familiarity with legal case management or document tracking systems is preferred.
• Working knowledge of Florida court procedures, legal terminology, and administrative law.
• Proficiency in Microsoft Office Suite and legal document preparation tools.
• Knowledge of public records law, records retention schedules, and legal routing procedures.
• Ability to interpret and apply departmental procedures, local ordinances, and state laws to administrative tasks.
• Excellent proofreading, formatting, and document quality control skills.
• Strong organizational skills with the ability to prioritize competing tasks in a deadline‑driven environment.
• Ability to maintain confidentiality and exercise sound judgment.
• Professional communication skills to interface with attorneys, public officials, citizens, and city staff.