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Administrative Assistant - City Attorney...

Company City of Palm Bay, FL
Location Palm Bay, FL
Update 5 Day ago
300
Graduation from an accredited college with a two-year degree in business administration, legal studies or a related field plus 2 to 3 years experience in administrative work, preferably in a governmental administration/legal office. Must be proficient in the use of all Microsoft Office Suite applications with an intermediate to advanced skill level. Experience with Microsoft Project (or similar computer application) preferred. Must have aptitude to easily learn other database and office specific applications. Must be discreet, tactful, and diplomatic with a proven track record of maintaining a confidence. Must possess a valid Florida Driver's License and have and maintain an acceptable driving record.

EMERGENCY DECLARATION STATUS:

Code 2: Non-essential employees will not be required to work during a declared emergency but may be required to work during an undeclared emergency or in the aftermath of an event associated with a declared emergency. On an incident by incident basis, the employee's Department Head will make the determination when the employee will be required to work.

GENERAL STATEMENT OF JOB:

Under minimal supervision, performs administrative duties in the City Attorney's Office. Responsible for answering all office telephones, greeting visitors, typing, filing, ordering office supplies, assisting attorneys and staff, and other general administration assignments. Responsible for City Attorney's calendar management. Work involves daily proficient use of all Microsoft Office Suite applications as well as electronic filing systems and portals. Work at this level requires a high degree of discretion, tact, and diplomacy. Daily work requires excellent oral and written communication skills as well as the use of independent judgment. Work also requires excellent inter-personal skills and the ability to work in a team environment. The Administrative Assistant performs work that is detailed-oriented, and requires a high level of organization. Daily work includes handling multiple priorities, meeting office and court imposed deadlines, proof reading, and complete follow-through. This position may involve budget preparation, project management, travel preparation, and various accounting functions. Reports to assigned City Attorney.

SPECIFIC DUTIES & RESPONSIBLITIES:

ESSENTIAL JOB FUNCTIONS

Primary in answering all incoming phone calls to the office and distributing to appropriate staff member or taking detailed message if staff member is unavailable.

Primary point of contact for front office coverage.

Prepares Check Requests and Purchase Orders.

Processes all garnishment orders.

Creates Assignment files in City Law.

Processes closed litigation and assignment files and prepares them for storage.

Processes lien inquiries from Title Companies, Code Compliance, and other outside sources.

Under supervision, maintains electronic and manual file management systems for general litigation, general liability, and foreclosure cases.

Handles all travel arrangements for the City Attorney's Office and prepares Travel Requests prior to travel and Travel Expense Reports upon return.

Assists with processing incoming mail, including time stamping, scanning in to City Law database, and distributing to appropriate staff. Delivers outgoing mail to mail center.

Manages the City Attorney's Office library including keeping record of current books in the office, updating ordinance binders, and replacing old books as new books come in.

Attends biweekly staff meetings at the City Manager's Office.

Maintains supplies and equipment inventory in a cost-effective manner.

Proficient with computer applications including Microsoft Office, Outlook, HTE, City Law, Attorney View, Westlaw and electronic bankruptcy filing software, Develops spreadsheets, data bases etc. to streamline work efforts.

Researches or assists in researching technical or administrative topics and prepares reports.

Responds to inquiries from City Council, residents, opposing counsel, City staff, and others.

Possesses skills to independently compose letters, memorandums, reports, and other written documents.

Streamlines procedures, where applicable, to reduce duplication and improve coordination.

Responsible for City Attorney's calendar management.

Responsible for quality control and quality assurance relative to all administrative and clerical functions.

ADDITIONAL JOB FUNCTIONS

Performs other related work as required.

This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, Management reserves the right to modify, add or remove duties and assign other duties as necessary that are a logical assignment to the position.