City Litigation Assistant at City of Hialeah Municipal Government

DISTINGUISHING CHARACTERISTICS OF WORK

Secretarial work requiring a qualified typist with computer knowledge. It requires the exercise of judgment in the application of prescribed procedures and methods in the preparation of a variety of legal documents.

• Minimum of ten (10) years substantial civil litigation experience. Well established knowledge of litigation scheduling, e filing, deadlines, motions, discovery, subpoenas, depositions and all related aspects of a litigation practice.
• Has had substantial involvement with civil cases state and federal courts.
• Knows the procedural basics of appeals.
• Familiarity with medical records and communications with medical offices and professionals of healing arts is not required but is substantially desired.
• Can type a minimum of 50 words per minute.
• Familiar with windows operating systems, Microsoft Office, and Outlook e-mail systems.
• Has three (3) or more attorney references who are very familiar with the candidates work who are willing to be contacted and who have also furnished written references.

ESSENTIAL EXAMPLES OF DUTIES

The following illustrates examples of some of the essential duties and responsibilities of the Executive Legal Assistant. There may be other essential functions, not listed below, in order to accomplish the tasks as presented by the Supervisor.

• Under the direction of the Assistant City Attorney, provides secretarial and administrative support to the Law Department.
• Performs related work as required to ensure the efficient operation of the related legal matters.
• Drafting a variety of legal documents, including but not limited to, correspondence, basic court documents, ordinances, resolutions, contracts, agreements, and composes letters and routine documents from instructions received with discretion and confidentiality.
• Performs complex legal/administrative work.
• Tracks court dates and deadlines to ensure timely filing of legal documents; files pleadings with the court.
• Contemporaneously follows up on record requests made by the City of Hialeah Law Department including, but not limited to, those made pursuant to public record requests or service of subpoena.
• Answers telephones, prepares phone messages, places calls for attorneys, directs and responds to requests from the public, responds to inquiries or directs calls to appropriate staff person.
• Maintains calendar for assigned attorneys, schedules appointments, meetings, public hearings, court dates and administrative meetings.
• Files documents and materials in office files; maintains tickler file system.
• Facilitation and coordination of seminar/conference registrations and travel arrangements for assigned attorneys.
• Maintains confidentiality in all matters concerning the City Attorney's Office and other City departments.
• Performs general office services, including photocopying.
• Prepares court documents and obtains relevant records for litigation.
• Prepare discovery under direction and supervision of attorneys.
• Manages legal filing systems.
• Assist attorneys in preparing matters for court as well as municipal and/or county hearings; initiates further investigation as warranted; prepares non-substantive legal documents; maintains court docket files.
• Assists attorneys in complying with court rules of procedure for filing and electronic filings.
• Assist in preparation of presentations and special projects as assigned by the attorney(s).
• Ability to prepare drafts of inter-local agreements, ordinances and other legal documents in consultation with assigned attorney(s).

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of the formats used in the preparation of a variety of legal documents.
• Knowledge of modern office practices, procedures, methods and techniques, particularly in the field of Law.
• Ability to organize and perform a variety of difficult clerical work.
• Proficient computer skills are necessary.
• Knowledge of English grammar, punctuation and vocabulary skills is important.
• Ability to follow oral and written instructions; work effectively with other employees; establish and maintain an effective rapport with the public; work independently in the absence of special instructions.
• Considerable knowledge of federal and state statutes.
• Considerable knowledge of the Public Records Act.