Job Description

The Legal Assistant will provide executive level support for various members of the Executive Office and floor.  Excellent organizational skills are required for this exempt position.  This person must be able to work independently, have great communication skills and possess excellent organizational and project management skills. This position involves interacting with various department members and regularly engaging with the public; addressing inquiries via phone, email and general correspondence

Essential Functions

In addition to the Position Summary, responsibilities may include, but are not limited to:

Greet and welcome visitors; liaise with building security to coordinate visitors

Handle incoming calls to the Department, including providing resources where appropriate, to assist taxpayers, residents, and City employees.

Preparing letters and other correspondence for Executive Team

Monitor and manage news alerts relevant to Law Department business.

Sort and distribute incoming mail, periodicals, and reference materials to the appropriate recipients.

Ensure that public notices are scanned and forwarded to the correct units and departments.

Inspect and monitor the floor for any building maintenance or safety issues, reporting to the Deputy Director of Administration

Filing pleadings with courts of various jurisdictions.

Assist with Law Department programming or projects where needed.

Managing conference room and resource scheduling.

Managing travel arrangements.

Perform other administrative duties as assigned and needed.

Competencies, Knowledge, Skills and Abilities

Excellent organizational skills

Superior customer services skills

Effective and professional oral and written communication

Ability to work independently and think proactively

Ability to manage and prioritize numerous assignments

Computer skills required/desired for the position include:MS Office (Word, Excel, Outlook, PowerPoint, OneNote, Access)

Google Drive (Docs, Sheets, Slides, Forms)

Spreadsheets (Excel, Google Sheets, OpenOffice Calc). ...

Email (mail merge, filters, folders, rules)

Microsoft Teams, Zoom and other virtual platforms

Ability to complete work projects in a timely and accurate manner

Commitment to advancing diversity, equity, and inclusion

Experience exercising discretion and confidentiality with sensitive information