Administrative Assistant (Confidential)

City of Folsom•Folsom, CA

2d•Onsite

About The Position

The City of Folsom's City Attorney's Office is currently recruiting for an Administrative Assistant (Confidential). This position is Monday - Friday, 8:00am - 5:00pm and sits at a public counter located in Folsom City Hall. This position will provide direct administrative and clerical support to the City Attorney’s Office. The ideal candidate is someone who has strong administrative experience working in a law office or working within the legal department of a public agency. The minimum requirement is three (3) years of experience, however at least five (5) years of experience is highly preferred. The ideal candidate has a strong understanding of City government, The Public Records Act, and The Government Claims Act. The ideal candidate is also very familiar with civil litigation, including calendaring requirements and practices; general court procedures; and filing documents in state and/or federal court, especially Sacramento Superior Court. Under general supervision of the City Attorney, the Administrative Assistant (Confidential) will perform highly confidential, responsible, specialized, and technical office support activities, with principal clerical responsibility for a variety of complex but well-defined, Department-wide administrative functions; explain rules, policies, and operations related to department records and programs; provide information and assistance to the public; may coordinate administrative and clerical activities among the divisions of the department; and perform related work as required. Incumbents may oversee, monitor, and direct the work of lower level personnel.

Requirements

Associate's degree from an accredited college or university in accounting, business or similar area or the equivalent in college semester hours/credits.
Three (3) years of full-time, increasingly responsible administrative secretarial experience.
Ability to maintain strict confidentiality of all project assignments and City legal issues.
Ability to anticipate need of the City Attorney and Assistant City Attorney; research and gather necessary information for meetings, reports, projects, appearances.
Ability to maintain confidential data and information for executive staff.
Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting.
Lifting: frequently up to 10 pounds; occasionally up to 25 pounds.
Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.
Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.
Hearing/ Talking: frequent hearing and talking, in person and on the phone.
Emotional/ Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.
Ability to multi-task and balance frequently changing workload and priorities.

Nice To Haves

Administrative experience working in a law office is highly preferred.
Familiarity with legal terminology, civil litigation, and general court procedures is preferred.
Knowledge of filing documents in state and/or federal court, with experience in Sacramento Superior Court is desirable.
Contract review and insurance experience is desirable.
General knowledge of city government, including activities and responsibilities of the City Attorney's Office, City Manager's Office, and City Council is desirable.
Five (5) years of experience is highly preferred.
Strong understanding of City government, The Public Records Act, and The Government Claims Act.
Very familiar with civil litigation, including calendaring requirements and practices; general court procedures; and filing documents in state and/or federal court, especially Sacramento Superior Court.

Responsibilities

Act as technical resource on difficult and sensitive administrative support problems or specialized issues; monitor quality and timeliness of work.
If acting as lead worker, instruct employees in the interpretation and application of regulations, policies, and procedures related to the department's programs and automated systems.
May train, assign, and monitor work of lower-level personnel.
May provide input into the evaluation of the performance of temporary or permanent staff members.
Identify and provide individual instruction to co-workers for work deficiencies.
Coordinate schedules and meetings.
Compile budget data, participate in preparation of department's budget, and analyze draft budget figures.
Develop recommendations for revisions in organizations or procedures to reflect changes in operations or improvements in existing practices.
Assist the public in person, by phone, or by email; answer inquiries related to department services, programs, and operations including processing claims presented against the city; and administering executing, indexing, and archiving legal records and other complex records maintenance such as contracts, agreements, deeds, recording documents with County Recorder, and supervision of the records management program.
Prepare notices, reports, flyers, letters, fiscal, or other documents and information.
Compile data and maintain forms and spreadsheets.
Research and assemble information and verify that information or data is complete, accurate, and consistent.
Process and maintain payroll records.
May generate monthly performance evaluations and forward information to supervisors with appropriate forms.
Respond to surveys.
May take and transcribe Commission or Committee minutes.
Classify expenditures to the appropriate expenditure accounts, and prepare purchase order requisitions.
Provide principal clerical support for the development of Council Agenda items and meeting preparation, coordination with the centralized agenda preparation system, etc.
Process and maintain contracts and payment files.
Assist with processing and production of public records requests.
Maintain department personnel records.
Perform related duties as assigned.
Provide direct administrative and clerical support to the City Attorney, the Assistant City Attorney, and other City Attorney’s Office staff as directed by, for example, answering phones, taking messages, making appointments, scheduling meetings, setting up meeting rooms and equipment, maintaining calendars, filing documents, and maintaining a follow-up system to support the City Attorney with tracking deadlines, project due dates, and other event timelines.
Welcome and direct visitors by maintaining a professional demeanor and greeting them at the front counter or on the phone, acknowledging the customer’s presence, and answering or referring inquiries and providing appropriate information.
Prepare, proof, and/or finalize a wide variety of documents such as letters, memos, agreements, reports, ordinances, resolutions, presentations, and court documents; distribute, mail, serve, and file originals.
Maintain accurate and up-to-date office files including litigation, transactional, and advisory matters.
Maintain files in hardcopy and/or electronically as directed.
Update, purge, and shred files consistent with City Records Retention Policy and applicable level of confidentiality.
Maintain electronic filing system.
Maintain file storage list.
Retrieve stored files and/or documents upon request.
Coordinate and schedule meetings and appointments for attorneys.
Keep attorney calendars as directed.
Research and respond to requests for sensitive and/or confidential information from outside counsel.
Receive and respond to calls and visitors with tact and diplomacy; resolve resident concerns and complaints; advise the City Attorney on sensitive matters with potential impact to City’s interests and relationships.
Promote a positive City image by maintaining excellent internal and external customer relations; use sensitivity, tact, and diplomacy in all interactions; establish and maintain positive and effective working relationships with coworkers, outside counsel and their staff, elected and appointed officials, residents, and others contacted in the course of work at all levels; work collaboratively with staff, various departments, and outside agencies or stakeholders.
Maintain law library.
Screen and distribute incoming mail.
Coordinate, schedule, process, and confirm travel and other arrangements for meetings, conferences, speaking engagements, business trips, etc. by preparing itineraries, requesting travel confirmations, compiling expense reports, and reconciling credit card invoices.
Organize, inventory, and order supplies for the City Attorney’s Office.
Assist other City Attorney’s Office staff in the performance of their functions as directed.
Maintain records retention system for the department in accordance with Federal and State laws, and negotiate and manage the contract for storage of materials.
Contribute to the goal of having transparency in the City's financial and other records by designing, modifying, and keeping current the webpage for the department.
Coordinate and track all public records requests to the department.
Maintain the City credit card system by processing the issuance and cancellation of credit cards in accordance with City Policy and monitoring compliance.
Post daily journal entries and maintain general ledgers, reports and files.
Prepare daily cash deposit and daily cash reconciliation updates/postings.
Process daily to weekly budget adjustments, purchase requisitions, purchase orders, invoice processing, and Finance mail distribution.
Compile and maintain financial and statistical data and prepare and assist in preparing financial reports and analyses, such as the Prop 172 report, the economic trend report, and the Annual Comprehensive Financial Report.
Assist in gathering information for and the compilation of the operating and CIP budgets.
Assist other finance department staff in the performance of their functions.
Verify salary adjustment data (P-1 forms) for accuracy and forward to payroll timely.
Provide guidance on completing P-1 forms accurately and timely to departments as needed.
Collect and compile payroll timesheets, leave reports, and payroll change reports, ensuring accuracy and timelines are met.
Coordinate and maintain City ID Badge program.