Legal Assistant III - Civil Division

City of Yakima•Yakima, WA

7d•Hybrid

About The Position

The City of Yakima Legal Department is seeking a talented Legal Assistant for its Civil Division. The successful candidate will be self-motivated, organized, responsible, flexible, and capable of working collaboratively in a professional, confidential law office environment. This position reports to the City Attorney and will be responsible for analyzing, processing, and responding to public records requests in compliance with state law, Model Rules, and City policies. Key duties include reviewing public disclosure requests, coordinating with the Public Records Officer to assemble responsive records, analyzing which records are releasable or exempt under the Public Records Act, and consulting with the City Attorney on exemptions. This role involves complex paraprofessional, research, and documentation support for the Civil Division staff, requiring independent judgment, decision-making, and interpretation of guidelines and policies. The position may also coordinate office support functions and assist the supervisor with leadership responsibilities.

Requirements

High school diploma or equivalent.
Four (4) years of increasingly responsible legal paralegal, legal assistant, and/or legal administrative work experience in civil litigation, civil municipal law, and/or direct support of an attorney.
Must pass Criminal Justice Information Services (CJIS) background check and become CJIS ACCESS approved by the Washington State Patrol before hire date.
Ability to become bonded as a notary public of the State of Washington.
Knowledge of applicable Federal, State, and local laws, rules, regulations, and processing requirements.
Knowledge of City policies and procedures.
Knowledge of legal terminology, forms, and procedures.
Knowledge of Municipal, District, Superior, Federal Court, and appellate proceedings.
Knowledge of legal research techniques, materials, methods, and data compilation.
Knowledge of procedures for filing and serving legal process.
Knowledge of City Council rules and agenda requirements.
Knowledge of forms and formats for documents used in municipal litigation.
Knowledge of the Washington State Public Records retention and storage guidelines.
Basic knowledge of budgets and budget preparation.
Knowledge of municipal records retention procedures and techniques.
Knowledge and practice of effective leadership practices, principles, and techniques.
Knowledge of time management and workflow practices.
Advanced knowledge and sound judgment regarding public disclosure and confidentiality standards.
Knowledge of techniques and strategies for dissemination of complex written and verbal information to a wide range of individuals.
Strong working knowledge of professional office practices, procedures, and equipment, including computers, electronic case management systems, records and databases, spreadsheets, industry applications, Microsoft Office Suite, and Outlook.
Ability to perform complex paraprofessional duties in support of attorneys.
Ability to draft, process, and prepare a wide variety of legal documents.
Ability to efficiently and effectively enter complex data/information into a computer system with speed and accuracy.
Ability to maintain records and prepare reports.
Ability to operate standard office equipment including computer, fax machine, copy machine, scanner, telephone.
Ability to professionally communicate clearly and effectively with a wide variety of people, including employees, legal representatives, the public, and government officials.
Highly proficient use of business English, including preparation and formatting of legal forms and documents, correct grammar, vocabulary, letter composition, editing, spelling, and punctuation.
Ability to respond in a diplomatic and confident manner to upset individuals.
Ability to handle sensitive material with a calm, professional, friendly, and patient demeanor.
Ability to understand and follow complex instructions.
Ability to routinely and regularly maintain confidentiality and discretion through all forms of communication.
Ability to perform a variety of mathematical computations.
Ability to read, interpret, and analyze technical documents and translate analysis into reports.
Ability to read, research, interpret, apply, and explain codes, rules, regulations, policies, and procedures.
Ability to identify and define problems, establish facts, and draw valid conclusions.
Ability to work independently with self-direction and limited direction or oversight.
Ability to maintain sustained attention to detail.
Ability to formulate goals and work under legally mandated timeline pressures.
Ability to prioritize workload and manage multiple tasks with competing deadlines.
Ability to handle stressful situations and complete work quickly and accurately while managing multiple interruptions.
Excellent analytical and organizational skills.
Ability to quickly adapt to changing priorities and demands.
Ability to establish, facilitate, and maintain effective working relationships with other employees, the public, community organizations, and government agencies.
Ability to consistently demonstrate tact, diplomacy, and respect to individuals, groups, and organizations representing a wide diversity of ethnicities, cultures, opinions, and beliefs.
Ability to train and assist subordinate staff.
Ability to demonstrate a willingness to complete a wide variety of tasks as needed with minimal direction or oversight.
Ability to positively receive feedback and take direction.
Ability to work cooperatively as a supportive team member and adhere to the department’s values including teamwork, positive communication, and accountability.
Ability to drive legally with precision, speed, and safety when driving as part of required job duties.
Ability to consistently work safely and in compliance with federal, state, and local regulations, laws, policies, and standards.
Ability to recognize traffic hazards and other potential safety concerns.
Ability to make sound decisions and actions while performing duties and/or operating vehicles.
Ability to maintain annual training requirements of the position, including City mandatory training requirements.
Ability to work extended hours as necessary to carry out the responsibilities and functions of the position.

Nice To Haves

Previous experience in a municipal legal department or private law firm with a focus on municipal law (i.e., civil municipal law, not criminal prosecution or defense) or civil litigation is preferred.
May be asked to attend remote training for specialized operations and skills.
May assist in supervising the organization and maintenance of complex and confidential departmental files and records.
May assist in assigning, prioritizing and monitoring work.
May assist in coordinating the preparation of division and departmental budgets; may act as liaison with the Department of Finance and Budget.
May be asked to review operational and budget reports and assist in setting priorities and scheduling reports to the City Manager and City Council.
May lead, oversee and coordinate office support activities; may train and provide work direction to subordinate employees.
May assist in departmental clerical hiring and personnel procedures to ensure compliance with established policies and procedures.
May perform the duties of the Legal Department Office Supervisor during absences.
May be asked to aid the Legal Assistant III – Criminal Division or other legal assistants working in the criminal division with tasks/duties when short-staffed or as assigned.

Responsibilities

Performs the duties of a Legal Assistant I or II with a higher level of operational knowledge and experience in drafting, formatting, and filing pleadings in various courts.
Provides leadership, assistance, guidance, training, direction, and support to subordinate staff.
Serves as a resource to other employees, demonstrating high-level knowledge of policies, procedures, and techniques.
Provides feedback to supervisors and City Attorneys on process improvements, policy issues, and subordinate performance, potentially contributing to performance evaluations.
Prepares, organizes, reviews, and files a variety of legal pleadings, including trial briefs, motions, orders, judgments, notices of appearance, answers, depositions, affidavits, interrogatories, and subpoenas.
Prepares and finalizes discovery, both propounded and responsive.
Reviews discovery requests from opposing parties and identifies necessary information.
May provide assistance to attorneys during trial.
Organizes, drafts, prepares, types, and processes legal forms and documents such as ordinances, resolutions, legislation, leases, agreements, contracts, easements, legal descriptions, jury instructions, memoranda, and briefs.
Ensures proper completion of legal documents within legally mandated timeframes.
Ensures completed work is neat, orderly, and professionally presented without requiring oversight.
Drafts, prepares, and types correspondence and other written materials independently or from rough drafts, notes, or verbal instructions.
Proofreads and edits legal documents and other written materials for accuracy and completeness.
Assists with complex, technical, and administrative duties for the Risk Management division, including intake, tracking, and preparation of contracts for attorney review, approval, signature, and routing.
Administers and tracks claims against the City and performs case management for the Civil Division.
Assists attorneys in reviewing and redacting documents subject to public disclosure, assessing and applying exemptions, and responding to such requests.
Stays current with public record laws and best practices to ensure compliance.
Works closely with the City Clerk’s office.
Performs legal research to ascertain current decisions by state and federal courts.
Searches for documents in computer databases, retrieving, storing, editing, and printing as needed.
Assists attorneys in preparing for trial or other court proceedings by contacting and preparing subpoenas for witnesses.
Receives, screens, and answers inquiries from witnesses, attorneys, and staff regarding pending claims or litigation.
Explains policies and regulations and refers inquiries to other offices and agencies as appropriate.
May assist in supervising the organization and maintenance of complex and confidential departmental files and records.
May assist in assigning, prioritizing, and monitoring work.
Provides training and assists in developing and implementing procedures for consistency and smooth division operation.
May assist in coordinating the preparation of division and departmental budgets and act as a liaison with the Department of Finance and Budget.
May review operational and budget reports and assist in setting priorities and scheduling reports to the City Manager and City Council.
Attends department staff meetings and may attend off-site meetings, including City Council meetings and public forums, to make presentations.
May lead, oversee, and coordinate office support activities and train and provide work direction to subordinate employees.
May assist in departmental clerical hiring and personnel procedures.
Delivers/picks-up mail or other documents as needed.
Acts in a safe, efficient, and responsible manner, adhering to traffic laws when driving/operating vehicles for off-site duties.
Contributes to the effectiveness of the Legal Department and City government by fostering cooperation, productive time management, and efficient resource utilization.
Continuously strives to improve operations, decrease turnaround times, streamline work processes, and provide exceptional customer service.
May perform the duties of the Legal Department Office Supervisor during absences.
May aid the Legal Assistant III – Criminal Division or other legal assistants with tasks/duties when short-staffed or as assigned.
Requires regular, reliable, and punctual attendance.
Performs other related duties as assigned.