Legal Assistant / Administrative Assistant II

SALARY: $45000 - $48000 annually

SUMMARY:
The City of South Bend seeks an eager motivated Administrative Assistant II/Legal
Assistant to join its Department of Law. The Assistant performs a wide range of
administrative and legal support tasks under general supervision for a municipal legal
department. This position requires knowledge of the legal profession as well as the ability
and desire to:
interact with the public the media and other constituent groups;
produce an accurate and polished work product including correspondence and legal and
business documents;
manage a high volume of records data and information in an organized and efficient
manner;
work with and assist a dynamic team of legal professionals to achieve common goals and
improve quality of service to the residents of the City of South Bend; and
maintain complete confidentiality and professionalism in all matters pertaining to the
City of South Bend.
A high level of attention to detail and organization multi-tasking and prioritization abilities
strong customer service and problem-solving skills solid computer technology and
Microsoft Office proficiency and good character and interpersonal skills are all essential for
success in this role. Applicants with a solid legal background and/or experience in a legal
setting are strongly encouraged to apply. Applicants with a background in finance
accounting records management and/or human resources will also be given strong
consideration.
SUPERVISION EXERCISED:
None.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
This list represents the types of duties required by the position. Specific duties will be
assigned and rotated to ensure cross-training between administrative staff and coverage of all
tasks as needed.

• Answers multi-line telephone system and greets clients and public; takes thorough and accurate messages and directs calls appropriately;
• Coordinates and manages numerous records related to collection efforts interacting with outside and internal contacts appropriately and professionally.
• Handles cash payments and deposits in accordance with applicable regulations and procedures.
• Manages detailed financial records related to the Citys collections practices.
• Drafts correspondence and legal documents including but not limited to complaints answers memoranda briefs contracts resolutions ordinances and forms.
• Prepares meeting notices and agendas takes meeting notes and prepares written minutes.
• Maintains extensive files and records of legal documents correspondence and court case histories utilizing electronic practice management system.
• Files documents in multiple courts electronically; communicates with court personnel as necessary.
• Researches case law and applicable Indiana laws to assist attorneys with legal strategy and due diligence.
• Prepares or assists with preparation of a variety of reports; organizes supplies and files; assists with other administrative team tasks as needed.
• Maintains attorney calendars schedules and follow-up systems.
• Processes incoming and outgoing mail.
• Recognizes processes in need of improvement offers suggestions for improvement and assists with implementation of improvements.
• Critical competencies include but are not limited to communication critical thinking accountability and resourcefulness.

NON-ESSENTIAL/MARGINAL FUNCTIONS:
Perform other duties and responsibilities as apparent or assigned.
QUALIFICATIONS:
To perform this position successfully an individual must be able to perform each essential
duty in a satisfactory manner. The requirements listed herein are representative of the
knowledge skill and/or ability required. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
EDUCATION AND/OR EXPERIENCE:
At least three years related work experience. A higher education degree or other
certificate (i.e. paralegal certificate) may be considered as a substitution for legal
experience.
High school diploma or equivalent is required. Strong preference will be given to
candidates who have completed higher education and demonstrate a commitment to
continuing education.


KNOWLEDGE SKILLS AND ABILITIES PREFERRED:

• Strong computer technology skills including proficiency with Microsoft Office tools Adobe
  other business software is required.
• Understanding and use of legal case management software.
• Proficiency in navigating Westlaw state statutes and local ordinances.
• High level of attention to detail.
• Multi-tasking and organizational abilities.
• Excellent spelling grammar and proofreading skills.
• Knowledge of legal profession legal document preparation and multiple court systems.
• Ability to establish and maintain effective working relationships with co-workers supervisors and the public; desire to produce quality work in a diverse team environment.
• Knowledge of rules and procedures for conducting meetings and taking notes.
• Ability to communicate effectively orally and in writing.

CERTIFICATES LICENSE REGISTRATION:
Indiana Notary Certification encouraged

Valid Indiana Drivers License required if driving City vehicle.
EQUIPMENT:
Desktop computer telephone copier scanner and facsimile machine.
PHYSICAL DEMANDS:
The physical demands described are representative of those that must be met by an
employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
functions.
While performing the duties of this job the employee is frequently required to sit and walk
and talk or hear. The employee is occasionally required to walk; use hands and fingers
handle or feel objects tools or controls; and reach with hands and arms. The employee must
occasionally lift and/or move up to 25 pounds. Specific vision abilities required in this job
include vision and the ability to adjust focus.
WORK ENVIRONMENT:
Work is performed in office settings with moderate inside temperatures. The noise level in
the work environment is usually quiet to moderate. Entire building is smoke free.

DISCLAIMER:

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties responsibilities and skills required of personnel so classified. Nothing in this job description restricts managements right to assign or reassign duties and responsibilities to this job at any time. The City of South Bend is an at will employer.

All applicants will receive consideration for employment without regards to age race color religion sex disability veterans status national origin genetic information or sexual orientation. Reasonable accommodations will be considered in accordance with State and Federal Law.

REQUIRED:

Pre-Employment Drug Screen

Employee Background check

Equal Employment Opportunity Employer