Administrative Assistant IV (Legal Secretary/Deputy FOIA Clerk) - INTERNAL CITY EMPLOYEES ONLY

City of Roanoke, VA•Roanoke, VA

43d

About The Position

The City of Roanoke is seeking an Administrative Assistant IV (Legal Secretary) to handle paralegal, administrative, and secretarial duties. Job responsibilities include but are not limited to drafting legal instruments and documents such as deeds, easements, releases, closing statements, affidavits, liens, contracts, leases, interrogatories, requests for admissions, requests for production of document, and answers and responses to the same, subpoenas, pleadings to initiate and terminate civil litigation, and documents needed during the course of a trial, and ordinances and resolutions for approval by supervising attorney. The successful candidate must be able to verbally and electronically communicate effectively with other City Departments and staff, contact witnesses, conduct initial fact gathering interviews, and summarize documents, depositions, and medical records, and be a good proof reader to ensure accuracy of documents. May serve as HR Contact for the department. High school diploma or general education diploma (GED) including or supplemented by legal secretarial courses; trial preparation experience is also desired; Associate degree preferred but not required; three to five years related experience and/or training in legal secretarial work; or equivalent combination of education and experience. Skill in transcription of lengthy dictation involving legal terminology and written notes. Other job duties include reading and interpreting documents, preparing reports and correspondence, and speaking effectively. Proficient in Microsoft Office and Word. The City of Roanoke is an Equal Employment Opportunity/AA/M/F/Disability Employer. To elevate the performance of the organization, we are committed to respecting, celebrating, and embracing the collective mixture of differences and similarities between our employees as a rich tapestry. Our behaviors will demonstrate open communication, and we will seek opportunities to learn, recognizing and rewarding actions that promote acceptance while suspending judgment. By doing this, we will foster an inclusive, open work environment that delivers excellent service and creates a more vibrant and inviting community. This is a non exempt position.

Requirements

High school diploma or general education degree (GED)including or supplemented by legal secretarial courses
three to five years related experience and/or training in legal secretarial work
Skill in transcription of lengthy dictation involving legal terminology
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to prepare reports and correspondence.
Ability to speak effectively before groups of customers or employees of organization.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Ability to adjust focus.

Nice To Haves

trial preparation experience is also desired
Associate degree preferred but not required
Proficient in Microsoft Office and Word.

Responsibilities

Drafts simple legal instruments and documents such as deeds of conveyance, deeds of easement, deeds of subordination, deeds of release and quitclaim, certificates of title, closing statements, affidavits, liens, contracts, leases, and uncomplicated ordinances and resolutions for approval by supervising attorney.
Maintains office calendars including court appearances, meetings, etc.
Provides relevant information to draft complicated legal instruments, ordinances, resolutions, opinions, etc.
Handles liens against real property necessitated by City demolition or removal of noxious weeds - ascertaining ownership of property through research of deed books in Clerk of Courts Office, obtaining correct legal descriptions, and recording liens
Takes complicated dictation involving Latin terminology and legal citations and transcribes lengthy matters from noted or dictating equipment
Maintains complex legal filing system and researches files for attorneys and other city departments upon request
Supplements and maintains up-to-date version of codes and looseleaf services
Finds and obtains legal references, such as court reporters, treatises, legal encyclopedias, periodicals, for attorney
Takes and screens all phone calls
Advises all public and media concerning hearings and trials and other related matters
Advises public concerning claims procedure
May serve as HR Contact for a department
Coordinates the hiring and on boarding of new employees
Create job requisitions in NEOGOV
Process personnel transactions forms for hires, terminations, transfers, promotions, merit increases and supervisory changes in Lawson
Prepares FMLA request forms and assist with monitoring of FMLA paid and unpaid leave. May assist in payroll related task
May assist in payroll related task
May complete time-entry for personnel in your department (known as the NLA system). Perform other duties as assigned
May supervise assigned staff as needed.
Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.