Administrative Assistant II - Legal - FT

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, legal documents, 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, understanding of legal research and writing, and/or experience in a legal setting are strongly encouraged to apply.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements list below are representative of the knowledge, education, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• 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 deposits in accordance with applicable regulations and procedures.
• Manages detailed financial records related to the City's collections practices.
• Drafts correspondence and legal documents, including but not limited to complaints, answers, memoranda, briefs, contracts, resolutions, ordinances, and forms.
• Researches case law and applicable Indiana laws to assist attorneys with legal strategy and due diligence.
• 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.
• 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, problem-solving, time-management, and resourcefulness.
• Performs other duties and assume other responsiblities as apparent or assigned.

SUPERVISION EXERCISED:

N/A

KNOWLEDGE/ABILITY:

• Strong computer technology skills including proficiency with Microsoft Office tools, Adobe, and 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.

EDUCATION / QUALIFICATIONS:

• 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.

CERTIFICATES, LICENSES, REGISTRATIONS

Indiana Notary Certification encouraged

EQUIPMENT:

Desktop computer, telephone, copier, scanner, and facsimile 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 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. The entire work environment is tobacco free.

UNION AFFILIATION:

N/A

REQUIRED:

Pre-Employment Drug Screen

Employee Background check

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 management's right to assign or reassign duties and responsibilities to this job at any time. The City of South Bend is an at-will employer.

Essential Duty: Uphold Core Values

All employees of the City of South Bend are expected to uphold and actively demonstrate the City's Core Values in their daily work, which are summarized below:

• Excellence - Deliver high-quality service and strive for continuous improvement.
• Accountability - Take ownership of responsibilities and outcomes.
• Innovation - Seek creative solutions and embrace new ideas.
• Inclusion - Promote a respectful, equitable, and welcoming environment.
• Empowerment - Support and encourage others to grow and succeed.

This duty is fundamental to fostering a positive workplace culture and delivering exceptional public service. These values shape our culture, inform our decisions, and inspire our work every day.

Equal Employment Opportunity & Diversity Statement

The City of South Bend is an equal opportunity employer. We do not discriminate or tolerate harassment based on race, color, religion, age, sex, national origin, disability, genetic information, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local law. Employment decisions are based on qualifications, merit, and organizational needs. We value and celebrate diversity and are committed to fostering an inclusive workplace for all employees.