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CITY OF SOUTH BEND Legal Assistant / Administrative Assistant II in South Bend, Indiana

TITLE

Legal Assistant / Administrative Assistant II

OPEN DATE

4/26/2024

FULL-TIME/PART-TIME

Full-Time

EXEMPT/NON-EXEMPT

Non-Exempt

BARGAINING / NON-BARGAINING

Non-Bargaining

DIVISION

Legal

LOCATION

Legal

REPORTS TO

Director of Legal Administration

SCHEDULE

Monday-Friday; 8:00 am-5:00 pm.

PAY RATE

$42,000 to $47,000 annually

DESCRIPTION

Salary - $42,000-$47,000 annually

POSITION 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, 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.

As a leader and employee of the City of South Bend, you are called upon to serve in a manner that supports Our Core Values: Excellence, Accountability, Innovation, Inclusion, and Empowerment as you carry out our primary employee expectations: Champion Values and Organizational Pride, Champion Operational Excellence, Make Sound Decisions, Embrace Coaching and Accountability, Communicate with Excellence, Value Diverse People and Perspectives, Embrace Personal Development, Exhibit a Positive Attitude and Own Your Health, Wellness and Safety.

SUPERVISION EXERCISED:Not applicable

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.
  • 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, a d 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.

NON-ESSENTIAL/MARGINAL FUNCTIONS:Perform other duties and assume other responsibilities as apparent or as assigned.

EDUCATION / 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.

At least three yearsrelated 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.

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