Administrative Assistant - Legal

City of Bloomington Illinois•Bloomington, IL

8d•Onsite

About The Position

Provides confidential and complex administrative services, including relieving the Department Head of administrative details. Work involves utilizing independent judgment and discretion in screening calls, visitors, mail, answering and referring requests for information, and performing general public relations duties. Also includes computer projects and may compose correspondence of a routine nature.

Requirements

Graduation from high school or GED including or supplemented by courses in secretarial sciences and office management, procedures and practices.
Equivalent combination of education and experience may be accepted.
Knowledge of principles of leadership, supervision, training, mentoring, and coaching.
Knowledge of modern office practices, procedures and equipment.
Knowledge of business English, spelling and arithmetic.
Knowledge of special vocabulary required by the position.
Knowledge of general City operations and organization.
Knowledge of computer programs required by the position.
Ability to make responsible decisions in accordance with established policies and procedures.
Ability to complete assignments using independent judgment.
Ability to rearrange, expand, segregate or tabulate printed materials.
Ability to handle confidential materials in accordance with legal requirements, administrative direction, and general City policy.
Ability to maintain administrative, fiscal, and general records.
Ability to prepare reports and answer questions from records.
Ability to maintain effective working relationships with other employees, City officials, and the public.
Ability to handle public relations problems with courtesy and tact.
Ability to compose correspondence on routine matters.
Ability to perform complex office management details without assistance.
Ability to use modern office equipment, including computers, printers and transcription equipment.

Responsibilities

Screens incoming calls; provides information on routine inquiries; takes necessary information and complex messages and refers to appropriate person and/or department; prepares work orders and provide follow-up instructions.
Maintains a filing system on routine and confidential matters; plans and maintains an adequate supply of office materials and supplies.
Maintains and prepares varied monthly and annual records; initiates purchase orders; verifies receipt of ordered materials; processes bills for payment; assists in preparation of departmental budget; handles travel requests.
Assists with maintaining department timekeeping records and scheduling.
Assists a visually impaired attorney with document review and preparation.
Assists attorneys and paralegals with court matters and pleadings.
Prepares initial drafts of complaints for various matters, including but not tax, demolition, liquor, and collection cases.
Files complaints and assists with subpoena requests and compliance.
Monitors and tracks litigation.
Oversees use tax collection and processing.