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HomeMy WebLinkAboutLegal Assistant Deputy Clerk 4.8.2022 City of Port Townsend Job Description Legal Assistant/Deputy Clerk Classification title: Legal Assistant/Deputy Clerk Working title: Legal Assistant/Deputy Clerk Department: Administration Union: No FLSA status: Non-exempt Wage Classification: Non-Bargaining Hours: Full Time 40 hours Effective date: April 2022 Reports to: City Attorney Civil Service: No JOB SUMMARY Under the direction of the City Attorney, perform a variety of specialized legal, clerical and administrative duties. Act as primary support for the City Attorney and provide support coverage to Administration office as needed. Depending on circumstances, most of the work to be performed is administrative/clerical. While there is some civil litigation or administrative hearing work, it is intermittent. Some regular attendance at day or evening meetings will be required. ESSENTIAL DUTIES AND RESPONSIBILITIES • Provide staff support to City Attorney including correspondence, preparation of documents, research, scheduling, and maintenance of City Attorney filing system. • Prepare legal documents, and execute, file, and record such instruments. • Produce Planning Commission agendas and packet materials including posting of materials electronically. • Use Granicus technology to record Planning Commission meetings and study sessions and prepare minutes. Prepare agendas, packets, and minutes for other meetings as assigned by the City Attorney. • Prepare complex documents, tables, and forms using various software programs. • Research records and obtain information from other offices and agencies as necessary to prepare reports under direction of the City Attorney. • Maintain Small Works Roster, Professional Services Roster, and Vendors List for Public Works and provide division managers with procedures for utilizing bidding process. • Assist departments in developing bid specifications and contracts. • Support public records requests as needed. • Routinely deal with confidential matters of high sensitivity; exercise sound judgment and thorough knowledge of city policies and procedures. • Other duties as assigned. KNOWLEDGE, SKILLS AND ABILITIES • Knowledge of records management techniques with strong emphasis on electronic records management, including legal requirements for recording, retention, and disclosure. • Knowledge of the Washington state bidding rules, Public Records Act, Open Meetings Act, Municipal Code and other rules and regulations governing the conduct of local government. • Knowledge of legal documentation and case management procedures. • Knowledge of civil litigation and administrative hearing procedures. • Excellent technical skills and ability to format complex documents (including legal pleadings), produce spreadsheets, and design forms in Word, Outlook, Excel, Adobe, Publisher and other programs. Job Title, Date • Ability to work cooperatively with others as a member of the department team. • Ability to manage multiple tasks with deadlines. • Ability to work independently from general instructions and broad work expectations. • Ability to work with a high level of accuracy and attention to detail. • Demonstrated written and verbal communication skills, organizational skills, strong interpersonal skills and ability to develop and maintain working relationships with co-workers, elected officials, other agencies, and the public. QUALIFICATIONS Required • Associates degree in related field, or completion of a paralegal certificate required. • Three years of increasingly responsible legal or administrative support experience required. • Combination of education and relevant experience may be considered in lieu of degree and experience requirements. • Ability to obtain notary public designation is desirable. WORKING CONDITIONS Duties are performed primarily in an office environment with sitting for long periods of time, utilizing standard office equipment and personal computer. The noise level in the work environment is usually moderately quiet. May be required to deal with upset customers. This position typically requires movement around the office, reaching, pushing, grasping, finger dexterity, hearing, seeing and repetitive motions. Exerting up to 20 pounds of force occasionally, and up to 10 pounds of force frequently, or a negligible amount of force constantly to move objects. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. OTHER CITY REQUIREMENTS The City of Port Townsend is an equal employment opportunity employer. The City employs, retains, promotes, disciplines and otherwise treats all employees and job applicants strictly on the basis of job-related qualifications and competence. These policies and all employment practices shall be applied without regard to any individual's sex, race, color, creed, religion, national origin, sexual orientation (including gender identity), pregnancy, age, marital status, military status, disability, genetic information, or any other characteristic protected by law. This job description in no way implies that these are the only duties to be performed. The employee occupying the position will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisors. This job description does not constitute an employment agreement between the City and the employee and is subject to change as the needs of the City and requirements of the job change.