Legal Secretary IV (Litigation)

City of Atlanta•GA, GA

8d•$40,945 - $58,140•Hybrid

About The Position

This position is responsible for performing general and advanced secretarial work within the Litigation Division of the City of Atlanta Department of Law. Key duties include comprehensive case file management, document creation and indexing, court filings, scheduling, communication handling, and providing basic technical assistance. The role also involves managing office resources like copy rooms and conference facilities, coordinating with other teams for payments and record retention, and potentially supervising less experienced staff. The position requires proficiency in legal software and systems, including the Department of Law’s Document Management System, and the ability to draft initial documents and conduct basic legal research.

Requirements

Associates degree or relevant college or technical/vocational certification, OR High School Diploma and fifteen (15) years of working in a legal or office environment with progressively responsible duties.

Nice To Haves

Associates degree and twenty (20) years of directly related experience in a legal environment.

Responsibilities

Creating or setting up standard file folders for new cases.
Performing general filing.
Creating, updating, indexing, and managing court documents, pleadings, motions, transactional documents, and correspondence.
Answering general phone calls, inquiries, and requests, and routing them to the appropriate party.
Coordinating and assisting the deputy with payroll processing documentation for attorneys and support staff employees (Kronos).
Performing general and advanced secretarial work, including case file management and use of appropriate software and technical equipment.
Managing conference room schedules.
Managing and monitoring copy rooms.
Filing legal documents (printed and electronic) with the courts.
Providing coverage for the front desk/receptionist area as needed.
Handling mail pick-up, sorting, and distribution as needed.
Scheduling meetings and depositions.
Coordinating business-related travel and assisting with submitting reimbursement requests and/or performing reconciliations.
Coordinating with the Legal Operations team to process and manage vendor invoice payments, including tracking the status of payments via the ATL Cloud.
Operating equipment and software for conference room meetings, including video conferences, phone conferences, and webinars.
Providing basic technical assistance and training to team members for commonly used technical devices and software (phone, computer, printer, others).
Escorting guests and clients on visits throughout the legal suite.
Operating the Department of Law’s Document Management System with proficiency and providing training on the system to staff as needed.
Completing initial drafts of documents (pleadings, letters, memoranda, transactional documents, etc.) independently.
Actively managing the court calendars and case deadlines for the assigned division.
Administering the Department of Law’s procedures regarding process of service.
Drafting agendas for team, client, and division meetings.
Providing training to staff on general office procedures related to team needs.
Designing (creating) and maintaining an effective filing system.
Directing clients and the public to the appropriate areas within the City.
Developing initial PowerPoint presentations on behalf of principals.
Assisting with managing the record retention and destruction process for the assigned practice area in collaboration with the City Attorney Group.
Supervising or guiding the work product of less experienced staff when tasked.
Conducting basic legal research.
Preparing drafts for attorney review and approval.
Performing other duties as may be assigned.