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HomeMy WebLinkAboutLegal Assistant/Deputy Clerk City of Port Townsend Job Description Legal Assistant/Deputy Clerk Classification title: Legal Assistant/Deputy Clerk Working title: Legal Assistant/Deputy Clerk Department: Legal Union: No FLSA status: Non-exempt Wage Classification: 616 Hours: Full Time Effective date: Apr. 2022; Mar. 2025; Mar. 2026 Reports to: City Attorney Civil Service: No JOB SUMMARY Under the direction of the City Attorney, performs a variety of specialized legal, clerical, and administrative duties. 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  Provides staff support for the City Attorney including correspondence, preparation of documents, research, scheduling, and maintenance of legal document filing system, including contracts.  Prepares legal documents and contracts for execution, filing, and recording.  Prepares complex documents, tables, and forms using various software programs.  Researches records and obtains information from other offices and agencies as necessary to prepare reports under the direction of the City Attorney.  Serves as backup for the City Clerk in assisting City Council, Council committees, advisory boards, and the City Hearing Examiner in the conduct of their meetings: acceptance of public comments, recording and preparation of minutes, attending all meetings, acceptance and filing of documents, and management and preparation of meeting agendas and packets, as assigned.  Routinely deals with confidential matters of high sensitivity; exercises sound judgment and thorough knowledge of City policies and procedures.  May assist with processing of public records requests, including redactions of exempt material. 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 Public Records Act, Open Meetings Act, Port Townsend 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.  Knowledge of contract management.  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.  Demonstrated organizational skills.  Communication and interpersonal skills, with the ability to interact with diverse groups of people. Legal Assistant/Deputy Clerk  Ability to maintain cooperative and effective working relationships with co-workers, peers, management, elected officials, other agencies, and customers.  Flexibility to adapt to changing circumstances, such as shifting priorities, unexpected challenges, or variations in the workload, while maintaining composure and effectiveness.  Ability to effectively and efficiently communicate with team members, managers, other departments, and the general public, both verbally and in writing, using tact, patience and courtesy to convey instructions, provide feedback, receive feedback, and resolve issues.  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. QUALIFICATIONS Required  Associate degree in related field or completion of a paralegal certificate.  Three years of increasingly responsible legal or administrative support experience.  A combination of education and relevant experience may be considered in lieu of degree and experience requirements. Preferred  Ability to obtain notary public designation.  Paralegal certificate. 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 interact 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. 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. All employees must comply with all City policies and procedures relevant to their position as a condition of City employment. 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.