Legal Assistant

Position Overview
Provides advanced administrative, clerical, and legal support services for the Village Attorney and Legal Department; coordinates assigned activities with Village departments, outside legal counsel, courts, and regulatory agencies; performs highly responsible and confidential administrative duties to support legal operations and ensure efficient office management and legal document processing.
Full-time, regular, FLSA non-exempt position.
Duties and Responsibilities

• Provides advanced administrative and legal support to the Village Attorney; manages sensitive and confidential legal information; prepares information necessary for administrative decisions and implementation of legal policies and procedures; interprets, communicates, and applies departmental policies and procedures; answers questions requiring knowledge and interpretation of Village policies, legal procedures, and regulations.
• Coordinates with the Village Attorney regarding legal assignments, litigation, contracts, ordinances, resolutions, labor matters, tort claims, and other municipal legal issues; assists with the preparation and organization of legal files, exhibits, correspondence, reports, and supporting documentation.
• Conducts legal research and gathers information for review by the Village Attorney; drafts, reviews, revises, proofreads, and processes a variety of legal and administrative documents including contracts, agreements, ordinances, resolutions, memoranda, correspondence, notices, pleadings, subpoenas, discovery responses, public records responses, and other legal documents according to required legal formats.
• Reviews, compiles, organizes, redacts, and maintains records in response to Inspection of Public Records Act (IPRA) requests, tort claims, litigation discovery requests, and other legal matters; ensures confidentiality and compliance with applicable laws, regulations, and records retention requirements.
• Maintains and coordinates calendars, appointments, court dates, hearings, meetings, conferences, and travel arrangements for the Village Attorney; coordinates meetings with Village staff, elected officials, outside counsel, regulatory agencies, and members of the public; prioritizes and resolves scheduling conflicts and coordinates meeting resources and materials.
• Prepares meeting agendas, legal packets, presentation materials, and supporting documentation for Village Council meetings, executive sessions, and other meetings as assigned; records and transcribes meeting minutes and prepares summaries and follow-up documentation as necessary.
• Serves as a liaison between the Legal Department and Village departments, outside attorneys, courts, governmental agencies, insurance representatives, and the public; responds to inquiries, complaints, and requests for information in a professional, timely, and confidential manner.
• Collects, compiles, and analyzes information to prepare recurring and special reports related to legal matters, risk management claims, litigation status, contracts, and departmental activities; maintains legal databases, filing systems, and document tracking systems to ensure accuracy and accessibility of records.
• Assists with monitoring departmental budgets, invoices, legal expenditures, procurement activities, and contract payments to ensure compliance with established policies and procedures.
• Maintains and updates legal records, case files, contracts, ordinances, resolutions, and other documentation in physical and electronic formats to ensure data integrity, proper retention, and compliance with Village policies and legal requirements.
• Demonstrates continuous effort to improve office operations, streamline work processes, and provide quality customer service; assists in identifying and implementing procedural improvements to enhance efficiency and effectiveness within the Legal Department.
• Responds to and resolves various complaints, issues, inquiries, and problems as authorized and in accordance with established policies and procedures.
• Performs other duties as assigned.

Minimum Qualifications
Equivalent to an Associate Degree in Business Administration, Public Administration, Legal Studies, Paralegal Studies, or a related field PLUS five (5) years of progressively responsible administrative support experience, including at least two (2) years in a legal office, municipal government, or closely related environment. Paralegal certification or prior municipal legal experience is preferred. A combination of education, experience, and training may be applied in accordance with Village policy.
Licenses/Certifications
Valid Class D driver’s license required or ability to obtain within established timeframe. Position requires an acceptable driving record in accordance with Village policy.
Knowledge, Skills, and Abilities
Comprehensive Knowledge of:
Municipal government operations and legal procedures; applicable Federal, State, and local laws, regulations, ordinances, and policies; legal terminology, formats, and document processing procedures; records management and retention requirements; principles of English usage, spelling, grammar, proofreading, and editing; modern office management practices and procedures; customer service principles and practices; business correspondence and report preparation; modern office equipment and software applications including word processing, spreadsheets, database systems, electronic document management systems, and presentation software.
Ability to:
Acquire in-depth knowledge of Village legal processes, policies, and procedures; maintain confidentiality and exercise sound independent judgment; effectively prioritize and manage multiple assignments and deadlines; communicate clearly and concisely in verbal and written forms; establish and maintain effective working relationships with Village employees, elected officials, attorneys, outside agencies, and the public; respond appropriately to inquiries and provide professional customer service; prepare accurate legal and administrative documents with minimal supervision.
Skills in:
Researching, organizing, and maintaining legal and administrative records; preparing and proofreading legal documents and correspondence; using tact, discretion, and diplomacy in handling sensitive matters; interpreting and applying policies, procedures, and regulations; resolving customer service issues professionally and effectively; operating modern office equipment and computer applications; making arithmetic calculations quickly and accurately; managing detailed records and schedules in a fast-paced environment.**** NOTE: This position will not begin until January 4, 2027 ****