Executive Assistant to the Corporation Counsel

City of New Haven•New Haven, CT

3d•Onsite

About The Position

This is a professional and administrative position with responsibility for supervising and coordinating the activities of the City’s Legal Department. The role involves a wide variety of assignments, including case management for staff attorneys, fiscal analysis for the department, and serving as a direct liaison with city agencies. The work is performed under the general direction of the Corporation Counsel, requiring considerable independence, initiative, judgment, discretion, and confidentiality. Performance is evaluated through conferences and review of outcomes. This position is internal only, open only to current City of New Haven employees meeting minimum requirements.

Requirements

A Bachelor’s Degree in Public Administration, Business Administration, Legal Studies, or a closely related field from an accredited university, and 3 to 5 years of experience in governmental administration, legal support, financial administration, or research.
In lieu of a degree, an additional four years of progressively responsible experience in governmental or financial administration, legal research/writing, contract drafting, litigation support, or a related discipline may be substituted.
Considerable knowledge of legal practices, procedures, and terminology.
Considerable knowledge of municipal governmental structure and intergovernmental relationships.
Considerable knowledge of the techniques of administrative analysis, research methods, and legal reference sources applicable to municipal operations.
Ability to research and prepare material independently and translate it clearly and concisely, including advanced legal writing and analytical drafting.
Knowledge of case management systems, legal calendaring, and court filing procedures.
Ability to monitor and ensure compliance with court deadlines, legal procedures, and regulatory requirements.
Ability to interpret and apply laws, regulations, policies, and procedures to administrative operations.
Ability to assemble, organize, and analyze fiscal and operational data and identify trends to support decision-making.
Knowledge of municipal budgeting processes, financial controls, and procurement procedures.
Ability to develop, monitor, and manage departmental budgets and expenditures.
Ability to analyze financial and operational data and prepare detailed reports and recommendations.
Excellent written and oral communication skills, including ability to independently draft professional written communication using appropriate tone, spelling, and grammar.
Proficiency with Microsoft Office Suite products and the ability to learn and use multiple web-based applications for creating documents, reports, correspondence, spreadsheets, and presentations.
Proficiency in using email clients (e.g., Outlook, Gmail), calendar applications, and virtual meeting tools for scheduling, managing correspondence, and facilitating meetings.
Considerable skill in the use of standard office and document management software, including document drafting, formatting, and recordkeeping systems.
Ability to establish and effective working relationships with other employees, City officials, and the general public.
Excellent supervisory skills, with the ability to delegate responsibilities, supervise, and train office personnel.
Ability to review an issue and determine what information is necessary to address and resolve the matter.
Ability to coordinate multiple projects and priorities in a high-volume, deadline-driven environment.
Ability to work independently on complex assignments with minimal preliminary instruction.
Ability to exercise sound judgment and discretion in handling sensitive and confidential matters.
Flexibility to adapt to changing priorities and project needs.
Excellent problem-solving skills, including conflict and dispute resolution.
Ability to identify and apply new methods, technologies, and best practices to improve work processes and outcomes.
Current authorization to work in the U.S. without employer-sponsored visa support.

Nice To Haves

May be required to occasionally attend public hearings and meetings during non-traditional hours.
Internal only - open only to current City of New Haven employees.
As part of the application process, please attach a professional writing sample, preferably a legal memo, report, policy document, or analytical writing, along with a brief note explaining the context and your role in producing it.
As part of the application, candidates must complete several supplemental questions. These questions are designed to assess relevant knowledge, skills, and abilities and may be used as part of the examination process.

Responsibilities

Assists the Corporation Counsel in performing functions of the office, scheduling and overseeing workloads for attorneys, and planning and coordinating activities of the legal apparatus.
Supervises Legal Assistants and Paralegals in managing cases files, dockets, and trial lists.
Oversees personnel-related functions for the department, including coordination of administrative processes and staff support.
Serves as a liaison between the Legal Department and other City departments, agencies, and external entities to coordinate legal matters and facilitate communication.
Facilitates business with outside counsel, including managing legal service agreements, processing invoices, monitoring budgets, organizing documentation and assisting with obtaining approval from Board of Alders leadership and other necessary parties.
Investigates and reports to the Corporation Counsel on intra and inter-departmental questions of procedures or interpretation of responsibilities.
Plans, develops, implements, and evaluates administrative programs, policies, and procedures for the department.
Initiates and conducts research, administrative studies, and special projects; prepares reports and recommendations, including the department’s annual performance report.
Plans and prepares the department’s operating budget, analyzes budget requests of attorneys, monitors expenditures, and oversees purchasing and payment processes.
Handles materials and communications subject to attorney-client privilege and/or litigation sensitivity, under supervision of counsel as required.
Performs other related work as required.