Legal Assistant II, Legal Services
PURPOSE OF POSITION:
Performs a variety of complex clerical, secretarial and administrative work in keeping official records, providing administrative support to the legal staff, including researching law, investigating facts and preparing documents, and assists in the administration of the standard operating policies and procedures of the legal department. This is the journey level class in the professional legal assistant series.
ESSENTIAL FUNCTIONS OF POSITION:
- Performs clerical and administrative work in answering telephones, typing, maintaining files, and scheduling appointments.
- Receives the public in person and answers incoming calls; responds to inquiries from employees, citizens and others and refers, when necessary to appropriate staff or other persons.
- Drafts confidential and specialized letters, legal documents, memorandums, council agendas or other types of documents and correspondence; may transcribe from recorded material.
- Drafts notices, resolutions, ordinances and routine legal pleadings for filing in federal court, various bankruptcy courts and Supreme Court for review by attorneys.
- Drafts reports, charts or tables from general specifications; researches and assembles a variety of data from office records for incorporation into various reports.
- Receives, stamps and distributes incoming mail and processes outgoing mail.
- Maintains calendar and schedules of court appearances and deadlines to make sure that attorneys keep court appointments and determines suspense dates and advises attorneys when pleadings are due for filing with the appropriate court.
- Receives, reviews, indexes and annotates depositions for ease of use by the attorney during further discoveries and trials.
- Assists the attorneys in trial preparation, including identification, indexing and compilation of pre-trial, trial and post-trial documents and exhibits.
- Maintains attorney-client privileges and safeguards confidential information, data and materials.
- Processes, opens files and indexes all lawsuits and tort claims involving the city.
- Acts as custodian of departmental documents, records and legal publications; establishes and maintains filing systems to include confidential workers’ compensation files and reports, control records and indexes using moderate independent judgment.
- Assists attorneys in the preparation of grievance arbitrations to include coordinating the arbitrators, attorneys and court reporter and assembling briefs and exhibits in accordance with the collective bargaining agreement.
- Assists attorneys in the preparation of personnel board hearings by coordinating attorneys and court reporter and assembling exhibits in accordance with the city code.
- Assists the attorneys in the preparation for Pre-Trial Conferences which includes making copies of ticket(s); retrieving accident report, police report and all pertinent background information on individual.
- Assists the attorneys in the preparation for Non-Jury Trials which includes making copy of ticket(s); retrieving accident report, police report and all pertinent background information on individual; prepare and issue subpoenas for witnesses; prepare trial notes for attorney.
- Assists the attorneys in the preparation for the Sounding of the Docket which includes making copy of ticket(s); retrieving accident report, police report and all pertinent background information on individual; send correspondence to attorneys with cases listed on the docket and schedule them appointment to come in and speak with attorney; prepare court minute.
- Assists in the investigation of tort claims and drafts routine tort claim memorandums and workers’ compensation forms for review by the Department Administrator/Senior Legal Assistant.
- Draft workers' compensation forms and reports and provides assistance as needed to the Department Administrator/Senior Legal Assistant regarding legal issues of the City of Lawton workers' compensation program.
- Performs legal research to include searching case law, statutes, Oklahoma Senate and House bills, City Code and council minutes.
- Files documents with the appropriate courts and agencies and obtains the signature of judges on certain pleadings when permitted and authorized by the assigned judge.
- Updates City Code and prints copies of modified code for publication.
- May attend meetings of the City Council, boards, trusts, commissions, and authorities to assist assigned attorneys in presentations to members of the public bodies.
- May attend trials, hearings, depositions, judicial proceedings, workers’ compensation hearings, and other quasi-judicial proceedings to assist the assigned attorneys in presentations of the case.
- Uses initiative and discretion in accomplishing routine assignment with minimum supervision.
- Answers questions relating to tort claims, workers’ compensation, citizen complaints and contested traffic citation procedures.
- Purchases department materials and supplies following written divisional guidelines.
- Prepares requisitions for payment and maintains purchase orders to assist in monitoring the department’s budget.
- Assist in the preparation of the department’s budget.
- Operates various office machines.
- Composes, types and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
- Inputs data to standard office and department forms; makes simple postings to accounts; compiles data for various reports.
- Registers employees for conferences and training sessions; makes travel arrangements and itineraries.
- Assists in the training of new clerical personnel in the department.
- Inputs compiled data into the monthly municipal ticket report summary.
- Processes citizen complaints and maintains a spreadsheet of all complaints filed with the city for historical and reporting purposes.
- Retrieves tickets from Municipal Court Clerk for the prosecutor’s endorsement.
- Performs other duties as assigned.
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skills, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
- Skill in computers and electronic data processing, modern office practices and procedures.
- Skill in the operation of the following tools and equipment: central computer data terminal; personal computer including word processing, spreadsheet and database software; copy machine; fax machine; 10 key calculator.
- Skill in typing with speed and accuracy.
- Skill in applying knowledge of legal office practice and procedures, to include knowledge of court rules, regulations, procedures and policies.
- Knowledge of legal office practices and procedures.
- Knowledge of accounting principles and practices.
- Knowledge of court rules, regulations, procedures and policies.
- Knowledge of municipal operations, policies and procedures.
- Ability to transcribe from recorded material.
- Ability to effectively meet and deal with the public.
- Ability to communicate effectively verbally and in writing.
- Ability to handle stressful situations.
- Ability to make arithmetic calculations and tabulations rapidly and accurately.
- Ability to write legibly.
- Ability to establish and maintain effective working relationships with other employees and the general public.
- Ability to understand and follow verbal and written instructions.
- Ability to work independently.
- Ability to perform legal research by manual or electronic means.
Experience and Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
A minimum of two (2) years previous experience in legal research, legal report writing, and preparation of ordinances or closely related field.
Equivalent to undergraduate degree from an accredited college or university in public administration, human relations, business administration, communications or closely related field.
Type at 50 WPM or greater is preferred
License or Certification:
Possession of, or ability to obtain, appointment as a Notary Public
ESSENTIAL PHYSICAL DEMANDS ON THE POSITION:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Frequent hand-eye coordination is necessary to operate various pieces of office equipment, often requiring repetitive hand-arm coordination and movements
- Frequently use manual dexterity sufficient to operate a computer keyboard.
- Frequently sits, remaining in the normal seated position.
- Frequently talk and listen, express or exchange ideas and perceive the nature of sounds by the ear.
- Frequently required to stand or walk.
- Frequently see details at a distance, up close and peripherally, including using depth perception, and the ability to adjust focus, use close vision and color vision.
- Occasionally lift or carry objects weighing up to 25 pounds.
- Occasionally work with arms above shoulder level.
- Occasionally bend and stoop repeatedly or continually over time.
ESSENTIAL ENVIRONMENTAL FACTORS AND WORKING CONDITIONS:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Work is performed mostly in an office setting.
- The noise level in the work environment is normally quiet.
- Occasional travel within the city limits will be required.
- Some travel outside the city limits may be required.
The personal contacts are typically with employees of different departments, external governmental agencies, and with the general public. The purpose of the contacts is to provide answers to questions that occasionally require explanation or limited interpretation of standard procedures, or refer the questions to appropriate persons. May involve some hostility.
The duties listed in this description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
Equal Opportunity Employer
The City of Lawton affords equal employment opportunity to all individuals regardless of race, color, national origin, sex, religion, age, disability status or genetic information. Persons selected for employment into any position must pass a drug test. Some positions may require passing an alcohol test. Previous employment and any additional experience will be subject to verification prior to employment processing. A driver’s license and driving record check will be conducted if driving is a job requirement. A post offer employment medical examination may be conducted prior to job placement.
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