Law Office Administrative Coordinator @ City of Little Rock
- Company: City of Little Rock
- Updated: 7/27/2017
- Location: Little Rock
- Status: Full-Time
- Salary: $37,741.00 - $53,501.00 Annually
- Job Level: 3-5 Years Experience
- Region: Central
- Category: Legal Services
We only review applications submitted via our website. Please apply online at:
To provide secretarial and administrative support for the City Attorney's Department.
Essential Job Functions
1.Drafts and types letters, memoranda, reports, legal pleadings, and other materials from rough draft or takes and transcribes dictation; formats, edits, proofreads and prints documents; corrects grammatical and spelling errors as necessary.
2.Performs court filings; copies and distributes legal documents and other materials for timely filing with the appropriate court and individuals.
3.Maintains a calendar of assigned court dates and notifies attorneys of scheduled court dates; maintains a record-keeping system to ensure timely filing of court materials.
4.Maintains a master computer file of open and closed work assignments; creates computerized chronological files of correspondence and pleadings.
5.Types subpoenas, warrants, and answers to garnishments according to Departmental procedures and established deadlines; files answers to garnishments; arranges for service of subpoenas; notifies subpoenaed individuals of changes in court dates and reissues subpoenas as required.
6.Types jury instructions for jury trials in federal and circuit court.
7.Maintains hard copy and computer files and records; opens and closes files according to established procedures.
8.Provides assistance with preparation of items for City Board of Directors' agenda; prepares and edits reports to the City Board of Directors regarding City Attorney issues; drafts City ordinances and resolutions for the City Board of Directors according to established procedures.
9.Screens visitors, mail and telephone calls; answers questions and refers individuals to the appropriate personnel.
10.Receives information and prepares appropriate documents and reports for delinquent privilege license fees, insufficient fund checks, foreclosures, and claims against the City; collects and deposits monies and maintains payment records for these items.
11.Composes routine correspondence and correspondence answering specific requests for information as required.
12.Conducts file searches to locate specific materials as directed.
13.Enters payroll information into the computer by coding leave time, overtime, and salary adjustments; prepares employee status change forms, requests for personnel, and other personnel-related forms; maintains personnel files, including EPAS, disciplinary action, and continuing legal education (CLE) information.
14.Provides assistance in budget preparation; ensures expenditures do not exceed allocated budget; monitors budget to ensure expenditures are within established guidelines and procedures; reports any discrepancies.
15.Provides assistance in the preparation of contracts and other legal documents by gathering information from City departments; reviews documents to ensure inclusion of necessary provisions.
16.Provides assistance in responding to discoveries by gathering information, materials, documents, reports and evidence.
17.Provides assistance in trial preparation by organizing trial exhibits and notebooks and other assistance as requested.
18.Maintains City code book; maintains Board meeting book; maintains law library resources.
19.Provides assistance with the implementation and administration of special projects and studies.
20.Directs the work activities of assigned clerical support personnel; provides assistance with hiring, evaluation, and training of clerical support personnel.
21.Prepares purchase requisitions for equipment, supplies, and services; reviews invoices and delivery tickets to ensure all ordered materials are received.
22.Serves as backup to other clerical support personnel.
23.Operates a microcomputer with database and word processing software.
SUPERVISORY RESPONSIBILITIES: Case Coordinators, Legal Secretary, and part-time and temporary personnel.
Minimum Qualifications and Additional Requirements
These knowledge, skills, and abilities are usually, although not always, acquired through two (2) years of vocational-technical school coursework in secretarial procedures, office administration, or a related area, four (4) years of legal secretarial experience, and two (2) years of office administration experience and one (1) year of supervisory experience. Equivalent combinations of education and experience will be considered.
Must possess Arkansas Crime Information Center (ACIC) National Crime Information Center (NCIC) certification within sixty (60) days of employment and maintain certification for the duration of employment in this position.
Performs other related duties as required.
Knowledge, Skills and Abilities
•Knowledge of standard office practices and procedures.
•Knowledge of proper English grammar, punctuation, spelling, and syntax.
•Knowledge of hard copy and computer filing and record-keeping systems.
•Knowledge of the style and format of legal documents.
•Knowledge of basic legal terminology.
•Knowledge of research methods and techniques.
•Knowledge of applicable City-wide and Departmental policies, procedures, and ordinances.
•Knowledge of budget processes.
•Knowledge of descriptive statistics.
•Knowledge of computer fundamentals and database and word processing software.
•Skill in the operation of a computer utilizing database and word processing software.
•Skill in the operation of a typewriter.
•Skill in the operation of electronic dictating equipment.
•Ability to type legal documents from rough draft and dictation.
•Ability to distribute legal documents for timely filing with the appropriate court and individual.
•Ability to maintain hard copy and computer filing and record-keeping systems.
•Ability to maintain calendars for attorneys and notify them of their court dates.
•Ability to collect and balance money.
•Ability to proofread materials and correct grammatical mistakes.
•Ability to analyze and interpret research findings.
•Ability to develop administrative policies and procedures.
•Ability to prepare narrative and statistical reports.
•Ability to monitor budget expenditures and determine annual budget requirements.
•Ability to perform mathematical calculations.
•Ability to supervise the work activities of assigned personnel.
•Ability to communicate effectively, both orally and in writing.