Senior Paralegal or Executive Assistant

City of Greeley•Greeley, CO

23d•Onsite

About The Position

The City of Greeley is seeking to hire either a Senior Paralegal or an Executive Assistant to the City Attorney, depending on the qualifications of the chosen candidate. In either role, the individual will provide comprehensive administrative support to the City Attorney, performing a wide range of complex, technical, and administrative tasks. This position requires the frequent use of discretion, initiative, and judgment. If hired as an Executive Assistant, the role will also include high-level administrative support for the City Manager and other senior staff. The position serves as an office coordinator and the primary customer service representative for the City Attorney’s Office. Key duties include establishing and maintaining process consistency, posting and tracking legal notices, managing general office and administrative needs such as booking meetings, training, and travel, taking meeting minutes, overseeing purchasing and procurement, assisting with hiring paperwork and interview scheduling, providing face-to-face and phone customer service, and offering senior-level administrative support for various projects and requests.

Requirements

Bachelor’s degree and/or Senior Paralegal certification/degree and 4 years of experience working in a law office or similar governmental organization required.
Advanced knowledge of administrative procedures, practices or law office and court operations required.
Must be able to follow detailed instructions.
Experience with legal matter and management software, Microsoft Office 365, Adobe Professional, and other related office software and applications.
Requires budgetary and bookkeeping skills.
Knowledge of complex software.
May prepare routine reports or correspondence.
Candidates must successfully complete all pre-employment screenings and employment eligibility verification. Pre-employment screenings include a drug test, a background and national sex offender search, a motor vehicle record search, and for some positions, a physical demands evaluation.

Nice To Haves

Background in law office administration and court procedures preferred.
Potential supervisory responsibilities if hired as an Executive Assistant to the City Attorney depending on qualifications.

Responsibilities

Analyze administrative processes, develop policies and standards, and establish priorities of the City Attorney’s Office in coordination with the office management team.
Analyze department organizational processes for increased efficacy and effectiveness; improve ongoing processes touching overall business operations and develop efficiencies to streamline all other transactional work of the City Attorney’s Office.
Provides high-level Senior Paralegal and administrative support and assistance to the City Attorney and/or other assigned leadership staff.
Manages and coordinates support services for complex legal cases and projects.
Relieves City Attorney or designee of certain administrative matters by following up on projects, transmitting information, documenting workflows, and maintaining correspondence as requested.
Manages the department budget and is familiar with operations of the City’s financial and budgeting technology systems (including Oracle and Team Budget).
Assists with creation of yearly budget presentation to City Manager and City Council.
Processes or assigns to other support staff all incoming invoices, Visa transactions, purchase orders, requisition, and other accounting functions.
Assist staff with reimbursement submittals.
Performs or assigns routine purchasing duties, including creating purchase orders (PO's): Collect and complete documentation needed, collect signatures on documentation, upload documentation, have PO approved, and upload PO to Award Tracking for future payment use.
Approve PO's and Pay Invoices accordingly.
Manages administrative and legal procedural meetings, including depositions and negotiation and mediation sessions, and coordinates meeting logistics; coordinates calendars, schedules meeting rooms and sets up remote meeting technology; coordinates food and drinks as necessary.
Engages with department directors and managers, department personnel, city clerk, and information technology department to discuss and create plan for office document retention, and destruction that complies with the Colorado Municipal Records Retention Schedule.
Present recommendations for file retention/digitization/destruction to City Attorney.
Creates and updates new hire/onboarding procedures for attorneys and support staff.
Manages completion of post-offer paperwork for all new hires in city attorney’s office.
Work with city attorney management and human resources to create job postings within the City-wide financial system.
Prepares all new hire paperwork; onboards and orients new staff member to department and city personnel, processes, and procedures.
Drafts documents including correspondence, memoranda, legal documents, and contracts.
Proofreads material for accuracy, completeness, grammar and punctuation.
Serves as a conduit of information to and from City Attorney, other city attorney staff, and other City departments; serves on various task forces and committees; attend all staff meetings.
Responsible for the dissemination of information to office staff.
Answers questions from city attorney office staff, other City employees, and members of the public.
Manages the organization and presentation of the office.
Manages the process to identify and submit IT and facility requests, place furniture orders, arrange for service of office equipment.
Performs legal and administrative tasks that may include conducting legal research and managing legal files, answering phones, greeting visitors to the office, making travel arrangements, managing and purchasing office supplies, and scheduling appointments.
Manage office memberships and subscriptions (i.e., Westlaw, Colorado Courts e-filing, Colorado Municipal League, Colorado Bar Association, International Municipal Lawyers Association, Metro City Attorney Association).
Manages each subscription service by uploading training materials and paying yearly dues.
Process administrative documents for each attorney.
Work tasks are not completely defined by comprehensive procedure; rather there may be limited, clear variations of precedent or alternative, defined solutions that should be considered. Latitude is expected to consider the most appropriate procedure or precedent to follow.