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JOB TITLE: City Attorney's Secretary
Legal Assistant -Bilingual preferred - English/Spanish
Work hours:8-29 hours per week
Location : Miami,FL
SUMMARY: Performs responsible secretarial and clerical duties for the City Attorney' Office.
ADA REQUIREMENTS: Individual's sensory modalities (vision and hearing) and physical capabilities (ambulation, strength, coordination, dexterity, range of motion) must be sufficient to perform the Essential Functions of the position.
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Performs all office and clerical functions to include composing, typing, editing and distributing correspondence, scheduling appointments and maintaining schedules, routing and correspondence, maintaining records, filing, etc.
Receives and screens incoming phones, answers and provides information.Makes arrangements for conferences to include booking location, coordinating guest speakers, informing participants, attending conference, etc.Coordinates travel arrangements for supervisor.
Stays apprised of activities occurring throughout the Department.Prepares materials used by supervisor for meetings and public speaking engagements.Implements and revises approved work procedures and forms to be utilized within the department.Prepares, maintains and distributes a variety of reports.Prepares and maintains a variety of personnel records including payroll, attendance records, requisition forms, evaluation forms, accident reports, incident reports, personnel files, etc.Disseminates personnel and accident information to appropriate personnel.Takes dictation and minutes.
Transcribes and uses Dictaphone.Reviews and verifies property ownership, address and signer's authority to execute all documents including building permit applications, restrictive covenants and hold harmless agreements, which are forwarded to the City Attorney for review and approval.Reviews and verifies that outside counsel invoices have been appropriately approved by all concerned departments prior to submission to accounts payable.Orders and verifies receipt of legal publications for the entire department.Assists with archiving of all office files including case files.Retrieves cases, statutes and other legal authorities for the City Attorney as requested.Coordinates with the Assistant City Attorney for proper copying and compiling of various types of legal periodicals and other documentation needed by the City Attorney.Performs other related tasks as required.
SKILLS/ABILITIE S:Knowledge of department operations, policies and procedures, rules and regulations.
Knowledge of office practices, systems, and equipment.
Ability to perform many tasks in a short time frame.
Ability to implement procedures, coordinate plans, prepare reports and maintain complex records.
Computer literacy and the ability to efficiently utilize computer word processing and spread sheet software.
Ability to communicate effectively with management, co-workers, and the public.
Ability to take dictation, minutes and to transcribe.
Organizational, oral and written communications skills.Exceptional customer service skills and professionalism.
High school diploma or equivalent.Four (4) years experience in progressively responsible clerical and administrative positions.A comparable amount of training or experience may be substituted for the minimum education qualification.Valid Florida Driver's License.
Bilingual preferred (English/Spanish).
Job Types: Part-time, Contract
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