Senior Certified Legal Assistant

JOB OPENING

CITY OF FARMINGTON

JOB POSITION #120: SENIOR CERTIFIED LEGAL ASSISTANT

NUMBER OF VACANCIES: 1

DEPARTMENT/DIVISION: Administration/Legal

WORK LOCATION: City Hall

HIRING RANGE: $49,843.4998 to 75,937.3977/Year

PAY GRADE:  M - Exempt

TYPE OF POSITION: Regular, Full-Time

DAYS WORKED: Monday-Friday

HOURS WORKED: 8:00 a.m. to 5:00 p.m.

APPLICATIONS WILL BE RECEIVED UNTIL: Friday, July 5, 2019

JOB DUTIES

ESSENTIAL DUTIES

Under the supervision and delegation of the City Attorney or another attorney on the City Attorney's staff:

Provides a wide variety of routine and complex supervisory, clerical and administrative assistance to the City Attorney and other attorneys within the City's Legal Division.

Assists with interviewing, evaluations and hiring of legal department staff.

Provides office management duties.

Supervises and trains legal secretaries and administrative aides within the City Attorney's Office and evaluates their work flow; approves/disapproves leave requests.

Approval of time sheets and payroll processing.

Manages daily support functions of office.

Attends meetings on behalf of the Legal Department as assigned.

Participates on committees for contract proposal evaluations.  Possess a high degree of understanding of contract law.

Maintains precise calendar system on litigation, contracts, meetings, leases and other legal documents for expirations and renewals.

Prepares and monitors the Legal Division budget and approves requisitions and purchase orders for division purchases.

Conducts legal research using a variety of conventional and electronic sources.

Drafts contracts, ordinances, resolutions, pleadings, easements, leases, deeds, agreements, affidavits, correspondence and other legal documents for review by an attorney.

Conducts investigations and statistical and documentary research. 

Gathers, interprets, and prepares data for studies, reports and recommendations.

Reviews title work to establish chain of title and encumbrances. Prepares various real estate documents.

Drafts ordinances, summaries, publication notices and resolutions for review by attorneys and presentation to City Clerk for agendas.  Manages and meets detailed publication deadlines pursuant to state statutes.

Reviews and assists with revisions of contracts, leases, agreements, and other documentation from city departments.

Maintains oil and gas bonding and certificate of insurance files for expirations, renewals and approvals.

Participate on contract and services evaluation committees on regular basis.  This requires an understanding of contracts, technology, contract law, proposal and bid procedures.

Completes special projects as assigned from all departments within the City.

Makes travel arrangement and prepares travel requests.

Procurement card liaison for the Legal Department.

Oversees filing system, indexing and archives.

Serves as notary public.

Makes independent decisions.

Performance of office or non-manual work directly related to the management policies and business operations of the City and the City's customers and the employee's work requires the exercise of discretion and independent judgment.

NONESSENTIAL DUTIES

Reviews bonds from building inspection and business license before presenting to attorney for approval as to form to verify its conformity to City Code or State standards.

Detailed skill in coordinating calendars and appointments, assessing and prioritizing multiple tasks, projects and demands.

Directs incoming calls from public to proper departments or assists caller in questions relating to the Legal Department and its functions.

Using excellent customer service skills, establishes and maintains effective working relationships with other employees, elected officials and members of the public.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

QUALIFICATIONS

This position is subject to the City of Farmington's Drug and Alcohol Free Workplace Policy.

Graduation from an accredited four year university with a major in legal studies, or graduation from an accredited two year program and certification as a legal assistant through the National Association of Legal Assistants, Inc.; or graduation from an accredited two year program and seven years' legal experience working in the legal field.   

Advanced written communication skills sufficient to understand, and to write and speak clearly in legal terminology.

Ability to draft complex legal documents.

A clear understanding of the ethical limitations of the legal assistant and the legal profession.

Advanced legal research skills.

Extensive knowledge of the areas of civil litigation, foreclosure law, franchise agreements, business law, criminal law, contract, and real estate.

Understanding of functions and jurisdiction of local, state and federal courts and agencies.

Ability to analyze, appraise and organize facts for both recommendation and problem solving situations; to understand and utilize legal terms and phrases, to present comments and opinions clearly and concisely

Typing speed sufficient to meet the demands of the City Attorney's office.

Ability to work closely with others within the Legal Division as well as employees in a variety of positions throughout the City.

Ability to work effectively and courteously with outside attorneys as well as members of the public and representatives from other outside agencies.

Ability to analyze, appraise and organize facts for both recommendation and problem solving situations; to understand and utilize legal terms and phrases, to present comments and opinions clearly and concisely. 

TOOLS AND EQUIPMENT USED

Requires frequent use of personal computer, including word processing, electronic communication (e-mail) and spreadsheet programs; calculator, telephone, copy machine and fax machine.

PHYSICAL DEMANDS

The physical demands described here 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 talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderately quiet.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER, M/F/D/V.

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