Legal Executive Administrative Assistant

About the role

Support the legal work that keeps City government moving. Join a dynamic legal team where your organizational skills, attention to detail, and professionalism make a direct impact on the work of the City's attorneys. From preparing legal documents and coordinating case materials to serving as the first point of contact for the office, you'll play a vital role in supporting legal services that affect every City department and the residents of New Haven.

Responsibilities

- Prepares, formats, proofreads, edits, and processes a variety of legal documents and correspondence. - Serves as the primary receptionist and first point of contact for the department; greets visitors, responds to inquiries, provides general information, and directs members of the public, attorneys, vendors, and City employees to appropriate personnel or resources. - Receives, screens, prioritizes, and routes incoming calls, takes and relays messages, responds to routine inquiries, and ensures calls are directed to appropriate staff in a timely and professional manner. - Coordinates, maintains, and organizes legal and administrative electronic and paper files, briefs, records, case materials, legal opinions, exhibits and related documentation in accordance with departmental procedures. - Answers correspondence and composes routine letters of a technical and legal nature. - Schedules meetings and maintains attorney calendars. - May assist with research, data collection, data entry, preparation of reports, and compilation of information for attorneys, administrators, or departmental staff.

Requirements

Graduation from a four-year college or university with major course work in Business, Public Administration, Legal Studies, or a related field; One to two years experience in legal administrative assistant or related work, In lieu of a college degree, an additional four years of experience in clerical, administrative, or a directly related field may be substituted.

Qualifications

- Considerable knowledge of legal terminology, forms, and documents. - Knowledge of legal methods and procedures, including the local court structure (State and Federal) and related legal offices. - Knowledge of the practices of a law office and internal office procedures. - Knowledge of office management practices, administrative procedures, and records management systems. - Knowledge of formatting and content of legal forms and documents. - Knowledge of the documents used in the preparation of briefs and pleadings. - Proficiency in the use of modern office technology and software applications including Microsoft Office Suite, document management systems, electronic filing systems, and related software. - Ability to prepare and assemble briefs, records, and exhibits with minimum guidance. - Ability to reply independently to routine correspondence, pleadings, and contracts. - Ability to maintain confidentiality and sensitivity with discretion and professionalism. - Ability to organize, prioritize, coordinate, and manage multiple assignments and deadlines simultaneously with minimal supervision. - Ability to establish and maintain effective working relationships with attorneys, other employees of the City and the public. - Ability to take direction. - Ability to exercise sound judgement, initiative, courtesy and tact in all contacts with callers and other city departments.

Benefits

- General Fund, tested position. - Included in a collective bargaining agreement with Local 3144, American Federation of State, County and Municipal Employees. - Bargaining agreements available to review HERE. - General Funded hires into this class shall not be covered by Social Security but rather the City pension, contributing 10% of salary. - The City of New Haven does not sponsor employment visas. All applicants must have current authorization to work in the U.S. without employer-sponsored visa support. - Employment is contingent upon the successful completion of: (1) a pre-employment background check, (2) a pre-employment physical examination, including pre-employment drug screening accordance with the City’s Drug Free Workplace Policy*, and (3) a 90-day probationary period. Instructions and information on this pre-employment process are included in Conditional Offer of Employment.

Pay

Within Local 3144 Range 7: $58,388 - $74,775 annualized

Schedule

Full-Time