The posting
Job Summary
Performs a wide range of complex legal administrative, clerical, paralegal, and accounting duties to support efficient legal office operations. Responsible for preparing legal documents, maintaining litigation files, supporting financial processes, and coordinating administrative activities while ensuring compliance with legal procedures and regulations. May supervise and guide subordinate staff.
Essential Job Functions
- Provide administrative support by preparing, reviewing, and revising legal documents such as contracts, ordinances, pleadings, and correspondence.
- Create and maintain litigation files, including preparation and organization of legal pleadings.
- Assist in preparing and coordinating meeting agendas and public notices.
- Compose, type, process, file, and distribute a variety of documents including reports, notices, spreadsheets, and regulatory filings.
- Conduct research and compile data for reports, legal documentation, and decision-making.
- Maintain knowledge of legal terminology, civil procedures, and modern law office practices.
- Manage personnel-related administrative functions such as payroll processing, leave tracking, and employee documentation.
- Assist in responding to public records requests by compiling and organizing required documentation.
- Oversee and maintain financial records, including invoices, requisitions, budget transfers, and financial reports.
- Perform bookkeeping tasks such as processing payments, preparing cost estimates, balancing accounts, and maintaining petty cash.
- Handle routine clerical duties including filing, data entry, mail processing, and document retrieval.
- Supervise and support subordinate staff by assigning tasks, reviewing work, and providing training and guidance.
- Respond to inquiries and provide assistance to internal staff, external agencies, and the public.
- Assist with procurement-related tasks as assigned.
- Coordinate and communicate with various stakeholders including staff, agencies, vendors, and the public.
- Operate office equipment such as computers, copiers, scanners, and communication devices.
- Maintain regular attendance and adherence to workplace policies.
- Perform additional duties and special projects as assigned.
Job Requirements
Knowledge, Skills, and Abilities
- Knowledge of legal office procedures, terminology, and documentation.
- Understanding of civil procedures and legal processes.
- Familiarity with administrative, clerical, bookkeeping, and paralegal practices.
- Ability to research, compile, and analyze data for reports and legal documentation.
- Strong organizational and time management skills.
- Ability to prepare clear, accurate, and professional documents and reports.
- Proficiency in word processing, spreadsheets, and general computer applications.
- Strong communication skills, both written and verbal.
- Ability to maintain confidentiality and exercise sound judgment.
- Attention to detail and accuracy in all work.
- Ability to work independently and prioritize tasks effectively.
- Capability to supervise, train, and support staff.
- Ability to handle multiple tasks and work under pressure.
- Knowledge of budgeting and financial record-keeping processes.
Education and Experience
- High school diploma or equivalent required.
- Additional college-level coursework preferred.
- Minimum of six (6) years of experience in legal administrative, secretarial, or office support roles, or an equivalent combination of education and experience.
- Experience in a legal or local government environment preferred.
- Valid driver's license may be required.
Physical Requirements
- Extended periods of sitting and working at a computer.
- Frequent use of hands for typing and operating office equipment.
- Occasional standing, walking, bending, kneeling, and reaching.
- Ability to lift and carry up to 10 lbs.
- Ability to perform tasks in a standard office environment.
