Legal Secretary II

Overview

Salary $27.11 - $40.66/hour; $4,699.07 - $7,047.73/month; $56,388.80 - $84,572.80/year. This position requires the performance of legal support services for attorneys in the Legal Department. Appointed unclassified, non-exempt position.

The primary responsibilities for this position involve the performance of specialized and confidential secretarial assignments for one or more assistant city attorneys engaged in the land use and real estate practice of law. Work is performed under general supervision and requires initiative, attention to detail, and strict adherence to established policy and procedure. The role requires a high degree of professionalism, discretion, and independent judgment in managing administrative tasks;

communication with internal departments and the public; creating documents in the city’s OnBase system; assisting with the drafting, editing and review of ordinances, resolutions, contracts, and agreements for submission to the City of Tampa City Council for approval. Once documents are approved by City Council, this role is responsible to monitor pending agenda items, track documents for final signatures and upload executed documents to an internal electronic filing system.

Draft, format, and proofread legal documents including resolutions, ordinances, contracts, agreements, memorandums and correspondence for attorney review and filing. Prepare and file documents in OnBase and the Legal Department’s electronic filing system. Maintain attorney calendars, including hearings, meetings, and filing deadlines, and coordinate scheduling with internal departments and members of the public. Track and manage administrative case files (physical and electronic), including Legal Files database entries, document indexing, and archiving.

Assist with hearing/meeting preparation, including organizing agendas and relevant materials. Screen and route incoming calls, emails, and correspondence; respond to inquiries from city departments and the public regarding land use/real estate matters. Prepare agenda items for City Council meetings using OnBase; track motions and prepare post-meeting documentation for execution. Perform other related work as required.

Knowledge
:
Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Westlaw, Accela, Municode, Legal Files (City’s Document & Case Management System), and OnBase (City’s web-based software system). Familiarity with municipal codes, government structure, and public records procedures.

Skills
: written and verbal communication.

Abilities
: draft and edit legal documents with precision. Strong organizational skills with the ability to prioritize tasks, manage multiple deadlines, and maintain accurate records. Work independently, exercise sound judgment, and maintain effective working relationships with attorneys, city officials, and the public.

Mostly sedentary, indoors, requires extended use of computer and office equipment, typing and viewing a monitor; occasional lifting 10-20 lbs.

Graduation from an accredited high school, preferably supplemented by legal secretarial coursework and three (3) years of responsible legal secretarial experience, preferably in land use/real estate or local government law; or an equivalent combination of training and experience.

Possession of a valid driver’s license required. Licensed notary preferred.

This position requires the performance of legal support services for attorneys in the Legal Department. Appointed unclassified, non-exempt position.

During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.

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