Legal Administrative Assistant 2

Madison, City of • Madison, WI

2d

About The Position

The City of Madison Office of the City Attorney is hiring a Legal Administrative Assistant 2 for complex and specialized administrative support work requiring knowledge of legal processes and procedures. The role involves drafting, typing, and processing legal documents and carrying out specialized, ongoing functional responsibilities. Under the general supervision of the Administrative Supervisor and the City Attorney, employees exercise judgment and discretion while interpreting and applying established policies and procedures.

The position offers the opportunity to telework up to three days per week, subject to supervisor approval. Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program. The City encourages applications from people with diverse backgrounds, experiences, and education pathways, and values diversity, equity, inclusion, and belonging.

Requirements

• One of the following qualification pathways: three years of responsible administrative support experience, including two years of legal secretarial, assistant, or paralegal work; or one year of legal secretarial, assistant, or paralegal work and 15 credits of coursework in legal research, paralegal studies, or a related legal or business field; or four years of experience applying English composition, correct punctuation, spelling, and grammar and using computer software applicable to the duties, including word processing software, along with two years of experience applying related legal office practices, procedures, forms, and terminology.
• Working knowledge of related legal processes.
• Familiarity with filing documents in State and Federal court, including e-filing.
• Ability to type at a net speed of 30 words per minute.
• Demonstrated ability to work effectively with multicultural communities.

Responsibilities

• Prepare, review, correct, revise, edit, and type letters and municipal and civil case materials, including briefs, appendices, opinions, resolutions, contracts, settlement agreements, amendments, tables, and other legal documents using word processing software.
• Draft complaints and other pleadings in municipal, circuit, and appellate courts, primarily for tax assessment litigation and Planning Division code violations.
• Operate duplicating equipment, collate materials, and coordinate distribution of printed materials.
• Coordinate maintenance of multifunction machines, including scheduling maintenance visits and refilling toner cartridges.
• Schedule meetings, appointments, and hearings; make meeting arrangements; arrange for court reporters; and make hotel and travel arrangements.
• Maintain attorney calendars and provide reminders of due dates.
• Coordinate purchasing activities.
• Use the MUNIS Financial System to create invoices for copy and printing fees related to discovery and open records requests, witnesses, court reporters, and filing fees.
• Enter travel expense claims for attorneys.
• Respond to in-person and telephone inquiries by providing or obtaining information, making referrals, explaining departmental procedures, and receiving or relaying messages for the City Attorney and legal staff.
• Answer the front desk telephone when needed and direct calls to the appropriate attorney or other resource.
• Maintain office electronic files by promptly filing documents.
• Send files to State Records Storage when appropriate and maintain accurate records of files sent to storage in Excel.
• Maintain and update reference materials in the agency library.
• Perform related work as required.

Benefits

• Opportunity to telework up to three days per week, subject to supervisor approval.
• Potential eligibility for Public Service Loan Forgiveness.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed