Executive Assistant II - City Attorney's Office

Temple Texas•Temple, TX

About The Position

The Executive Assistant provides advanced, strategic administrative and operational support to the City Attorney’s Office. This role manages complex scheduling, coordinates legal and municipal communications, prepares official documents and reports, and serves as a key liaison between the City Attorney’s Office, City departments, elected officials, and the public. Essential Duties and Responsibilities Provides high-level support to City Attorney, Deputy City Attorneys, Assistant City Attorneys, and Paralegals Manages reception, calendars, payroll, and supplies Oversees correspondence, filing systems, and document preparation Assists the municipal prosecutor with discovery, pre-trial, and trial preparation as needed Assists the City Attorney and Deputy City Attorney with special projects and assignments as requested Demonstrates initiative and sound judgment by proactively identifying needs, anticipating challenges, and independently prioritizing tasks to support executive and organizational objectives Serves as the department receptionist, greeting visitors, responding to inquiries, directing individuals to the appropriate staff or location, and routing calls with professionalism and discretion. Screens/directs multi-line calls and provides administrative backup for the City Attorney’s direct line Resolves inquiries regarding municipal court, claims procedures, and City Code/Charter Drafts and/or proofreads various documents, memoranda, and correspondence using correct grammar, punctuation, and sentence structure Assists with contract processing and routing, including use of software such as Adobe Pro and DocuSign Develops, implements, and manages a records and documents tracking system, ensuring organized documentation and compliance with retention requirements Develops, implements, and manages a project tracking system, monitoring project status to ensure timely completion and achievement of operational objectives Assists with Public Information Act requests, as needed Manages sensitive legal matters with professionalism, discretion, and accuracy Assists City Attorney in the preparation of the departmental annual budget; makes recommendations that impact the departmental budget; manages and tracks the budget within the department Manages procurement, check requests, and budget compliance for the department Reviews and advises the City Attorney on monthly budget reports and account allocation Coordinates staff travel, schedules and arranges staff training, and maintains the fixed asset list Prepares, sorts, and routes all incoming and outgoing mail and correspondence Maintains and submits personnel and payroll records; calculates and records time for department employees; prepares personnel action forms Approves purchases up to $10,000 without approval from supervisor Serves as Notary Public Follows City policies, procedures, and safety guidelines Performs other duties as assigned

Requirements

Combination of education and experience equivalent to a Bachelor's degree in legal or similar professionally related field.
Four (4) years of experience in accounting, office setting, or related field
Intermediate level in Microsoft Office Programs

Nice To Haves

Two (2) years of experience providing executive or high-level administrative assistant work preferred
Knowledge of Municipal and County court proceedings

Responsibilities

Provides high-level support to City Attorney, Deputy City Attorneys, Assistant City Attorneys, and Paralegals
Manages reception, calendars, payroll, and supplies
Oversees correspondence, filing systems, and document preparation
Assists the municipal prosecutor with discovery, pre-trial, and trial preparation as needed
Assists the City Attorney and Deputy City Attorney with special projects and assignments as requested
Demonstrates initiative and sound judgment by proactively identifying needs, anticipating challenges, and independently prioritizing tasks to support executive and organizational objectives
Serves as the department receptionist, greeting visitors, responding to inquiries, directing individuals to the appropriate staff or location, and routing calls with professionalism and discretion.
Screens/directs multi-line calls and provides administrative backup for the City Attorney’s direct line
Resolves inquiries regarding municipal court, claims procedures, and City Code/Charter
Drafts and/or proofreads various documents, memoranda, and correspondence using correct grammar, punctuation, and sentence structure
Assists with contract processing and routing, including use of software such as Adobe Pro and DocuSign
Develops, implements, and manages a records and documents tracking system, ensuring organized documentation and compliance with retention requirements
Develops, implements, and manages a project tracking system, monitoring project status to ensure timely completion and achievement of operational objectives
Assists with Public Information Act requests, as needed
Manages sensitive legal matters with professionalism, discretion, and accuracy
Assists City Attorney in the preparation of the departmental annual budget; makes recommendations that impact the departmental budget; manages and tracks the budget within the department
Manages procurement, check requests, and budget compliance for the department
Reviews and advises the City Attorney on monthly budget reports and account allocation
Coordinates staff travel, schedules and arranges staff training, and maintains the fixed asset list
Prepares, sorts, and routes all incoming and outgoing mail and correspondence
Maintains and submits personnel and payroll records; calculates and records time for department employees; prepares personnel action forms
Approves purchases up to $10,000 without approval from supervisor
Serves as Notary Public
Follows City policies, procedures, and safety guidelines
Performs other duties as assigned