Incumbent serves as Legal Assistant for the City Solicitor and Assistant City Solicitor, with responsibility for the accurate and concise preparation of all department documents.
Types and processes correspondence, memoranda, orders, ordinances, resolutions, deeds, related legal documents; composes and types replies to attorneys, banks and other interested parties for letters and memoranda that do not pertain to policy in order to expedite responses to routine inquiries.
Assists City Solicitor and Assistant City Solicitor in the preparation of legal pleadings, motions, briefs, and other court filings, including reviewing citations for accuracy, preparing necessary exhibits, and proofreading to ensure consistency with accepted or required legal procedures.
Answers telephone and greets office visitors, determines nature of call, responds to inquiries or routes to appropriate individual or department.
Maintains accurate account of department financial accounts, including payroll records, prepares and submits requisitions for payment for department expenditures, and advises City Solicitor of account balances upon request.
Assists City Solicitor in preparing and maintaining annual budget, and drafts necessary budgetary reports and requests.
Maintains accurate and orderly files and other legal records in paper and electronic files, ensuring convenient retrieval.
Maintains legal library, ordering, receiving, cataloging, shelving, and updating manuals, journals, and other legal treatises, as needed.
II. SKILLS, KNOWLEDGE, AND ABILITIES
Ability to prepare deeds, bankruptcy proof of claims, answers to complaints, affidavits and other legal documents.
Ability to work under pressure of formal schedules and court deadlines.
Ability to communicate with the public in tactful and courteous manner.
Ability to establish and maintain effective working relationships with City department employees and the general public.
Previous administrative experience required.
Proficiency in typing and office administration and organization.
Proficiency in using Microsoft products (Word and Excel), legal programs (e.g. Casemaker, Westlaw, or LexisNexis), and online search tools (e.g. Google) preferred.
Possess or be able to obtain a Notary Public License within six months of hire.
Incumbent performs a variety of non-standard duties according to established operating policies and practices of the department, exercising personal initiative and decision making in determination of the best practices to employ to accomplish assigned tasks. Attention to detail and accuracy with minimal levels of supervision are critical. Errors in judgment or accuracy of work may lead to inconvenience or loss of time within the department or other organizational units, and/or to members of the general public. Incumbent receives general instructions and performs majority of tasks according to standard department practices and procedures, with work reviewed both during critical phases and upon completion for accuracy and conformance with directions. Specialized instructions are given only in response to new or unusual assignments.
Experience in performing secretarial and administrative work in a progressively responsible and difficult manner.
IV. PERSONAL WORK RELATIONSHIPS
Incumbent maintains frequent contact with City department employees and superiors, representatives of other governmental jurisdictions, court personnel, City Council members, and members of general public for a variety of purposes, including receiving daily assignments, assuring proper accomplishment of duties and departmental services, and explanation of department policies and procedures.
V. PHYSICAL EFFORT AND WORK ENVIRONMENT
Incumbent performs duties in a modern office environment with no unusual physical demands. The majority of work is seated at a desk, answering a phone, and using a computer keyboard and mouse. The position is responsible for light lifting and filing, as needed.
This position will work 25 hours per week and flexible scheduling will be offered. The pay range for this position is $17.64 to $23.71 per hour.
Applications must be submitted no later than 4:00 p.m. on Friday, April 26, 2019. Our policy does not allow for consideration of late submissions. Application materials may be submitted directly to Melissa Gabriel via email to: email@example.com , in person, or by mail to: Human Resources Office, Bangor City Hall, 73 Harlow Street, Bangor, Maine 04401
EQUAL OPPORTUNITY EMPLOYER