Legal Administrative Assistant 2

The City of Madison Office of the City Attorney is hiring a Legal Administrative Assistant

This is a complex and specialized administrative support position in the City Attorney’s Office, with knowledge of the legal process and procedures. Work is characterized by responsibility for the drafting, typing and processing of legal documents requiring a high degree of legal system knowledge; and/or specialized on-going functional responsibilities. Under the general supervision of the Administrative Supervisor and the City Attorney, employees exercise considerable judgment and discretion in the performance of a wide variety of activities requiring the interpretation and application of established policy and procedures.

This position offers the opportunity to telework up to three (3) days per week, subject to supervisor approval.

Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn’t match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.

• Prepare, review, correct, revise, edit and type letters and other municipal and civil case material such as detailed briefs, appendices, opinions, resolutions, contracts (including settlement agreements), amendments, tables and other legal documents (utilizing 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 material and coordinate distribution of printed materials; Maintain maintenance of multifunction machines (i.e., schedule maintenance visits, refill toner cartridges, etc.).

• 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 MUNIS Financial System in order to create invoices for copy/printing fees for discovery and/or open records requests, witnesses, court reporters, or filing fees. Enter travel expense claims for the attorneys.

• Respond to a variety of in-person and telephone inquiries by providing or obtaining information, making appropriate referrals, explaining departmental procedures, and receiving or relaying messages for the City Attorney and legal staff. Answer front desk telephone when needed and direct phone calls to the appropriate attorney or other resource.

• Maintain office electronic files by promptly filing appropriate documents. Send files to State Records Storage when appropriate. Maintain accurate records of files sent to records storage in Excel. Maintain and update reference materials in the agency’s library.

• Perform related work as required.

• Three (3) years of responsible administrative support experience, including two (2) years of legal secretarial/assistant/paralegal work 

OR

• One (1) year of legal secretarial/assistant/paralegal work, AND
• 15 credits of coursework in legal research, paralegal studies, or a related legal/business field

OR

• Four (4) years of experience in applying the following:
  • English composition, correct punctuation, spelling and grammatical usage.
  • Computer software applicable to the duties of the position, including word processing software; AND
• Two (2) years of experience in applying the following:
  • Related legal office practices, procedures, forms and terminology.
  • Working knowledge of related legal processes; AND
• Familiarity with filing documents in State and Federal court, including e-filing.

The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore successful candidates will have demonstrated ability to effectively work with multicultural communities.

For a complete list of the knowledge, skills and abilities, please view the class specification.

• Ability to type at a net speed of 30 words per minute.

• Work in this position is primarily sedentary, requiring the ability to sit/stand at a desk, work on a computer, and use a monitor for extended periods of time.
• Ability to lift up to twenty (20) pounds for occasionally moving boxes of closed files and replacement reams of printer paper.