Legal Secretary

Under general direction of City Attorney & Assistant City Attorneys, provide office support to the Legal Department, the City Clerk's Office, and City Hall, including but not limited to answering the telephones, assisting with records maintenance, conducting records research, responding to citizen requests for information, filing, typing, opening mail and backing up the City Clerk's Office and Legal Department, including the Municipal Court Prosecutor, for office support.

This position is responsible for providing secretarial/legal assistance to City Attorney, Assistant City Attorneys, and City Clerk's Office as needed.

ESSENTIAL JOB FUNCTIONS: 1.

Appropriately answers and/or routes external and internal inquiries.

2.

Assists with the creation, review and submission of ordinances, resolutions, policies, contracts, forms, and other legal documents.

3.

Assists the City Prosecutor with processing correspondence/email, managing dockets, responding to citizens' requests/questions, and managing the plea offer process.

4.

Assists the City Prosecutor with gathering discovery, maintaining prosecution files, drafting and processing motions, and other Prosecution/Court documents.

5.

Assist the City Clerk with work tasks ticketing system, posting agendas, filing city documents, records research, publications, and open records requests 6.

Assists the City Clerk with administering the City's Board/Commissions process.

7.

Provides quality customer services in records information responsibilities by assisting in the maintenance of records, conducting records research for the staff and general public, and responds to customers in a timely manner.

8.

Assists with digital filing and organization of City records using document management systems.

9.

Schedules, tracks and notifies Attorneys of deadlines for legal proceedings, including depositions, mediations, and hearings, using digital calendars and case tracking systems.

10.

Conduct legal research using online databases as necessary (e.g., LexisNexis, Westlaw). 11.

Support e-filing of legal documents with courts and regulatory bodies.

12.

Use and be familiar with e-signature platforms (e.g., DocuSign, Adobe Sign) for document execution.

13.

Assists in legal project management and document automation initiatives, i.e., SharePoint, Automation.

14.

Types; files; photocopies; schedules and coordinates appointments/meetings; ; routes mail; submits travel requests.

15.

Receive, review and distribute mail.

16.

Must be able to be flexible, adapt, and exhibit a willingness to accept change in office priorities and methods.

17.

Maintains an open and inviting attitude and environment whereby citizens are encouraged to share their thoughts and ideas.

18.

Assists with troubleshooting errors in software and equipment.

19.

Must be able to communicate effectively orally and in writing.

20.

Performs other related duties as assigned.

SKILLS, KNOWLEDGE AND ABILITIES: 1.

Possesses strong problem solving and critical thinking skills.

2.

Possesses the ability to clearly and accurately comprehend and make inferences from written material.

3.

Must be proficient in the use of Microsoft Office suite, including Outlook, Word, Excel, PowerPoint and SharePoint.

4.

Must possess the ability to work a calculator, multi-line telephone, and copy machine.

5.

Ability to establish and maintain a good working relationship with City personnel and City Council, as well as be able to establish and maintain effective communication with members of the community.

6.

Must be able to work independently, quickly complete and/or facilitation the complication of projects, agendas, documents, etc.

7.

Must have a team player mindset and the ability to effectively partner and collaborate with other departments to ensure unform and best practices applicable to the scope of work.

8.

Must possess a valid class "C" Driver's License with a good driving record.

9.

Ability to sit for 8 hours daily.

Education and Experience - Must have a High School or GED with some college/business school, with additional secretarial or legal training and experience.

Associate's degree from an accredited college preferred, or a combination of legal or secretarial training and experience.

Must have over one (1) year of legal secretarial or administrative/clerical experience.

Must be able to type 45-WPM (net) and provide proof of typing score from the East Texas Work Force Commission or another professional staffing agency dated within one (l) year of application.

May consider an equivalent combination of education and experience.

PREFERRED EXPERIENCE: 1.

Previous work experience in a law office or firm.

2.

Certification from a recognized paralegal program.

3.

Experience working in a paperless or remote legal environment.

4.

Knowledge of basic legal tech tools and workflow automation (e.g., Notion, Zapier, Power Automate, LegalTech apps). It is the policy of the City to recruit, employ and to provide compensation, promotion, and other conditions of employment without regard to race, color, religion, sex, age, national origin, disability, genetic information or status as a Vietnam era or special disabled veteran, recently separated veteran, and other protected veteran.

The City affirms that employment decisions shall be made only on the basis of a person's ability to perform the essential functions of the job.

This position does require presence in the office to perform the essential functions of the job.

The City shall continually review its employment practices and personnel procedures and take positive steps to assure that equality of employment opportunity in the City of Tyler, Texas is a fact as well as an ideal.

The City of Tyler will accept two years of relevant experience in place of each year of college required in the job description.

Four years of relevant experience will be considered in place of an Associate's Degree, and eight years of relevant experience will be considered in place of a Bachelor's Degree.

Any experience required in the Minimum qualifications is in addition to years of experience substituted for a degree.

The City of Tyler supports a policy of a drug and alcohol free workplace.

All candidates are subject to pre-employment testing, which may include, but is not limited to, Drug and Alcohol Screenings, Work Fitness Evaluation, Criminal Background Check, and Consumer Report/Credit Check.

No person under eighteen (18) years of age will be employed in any regular full-time position.

Persons under eighteen (18) years of age may be employed in temporary or regular part-time positions, if they furnish the City with a minor's release (Form 2-2) and are approved by the City Manager.

No person under eighteen (18) years of age will be employed in any position requiring the operation of a City motorized vehicle.

This posting is subject to be removed at the discretion of the department providing the position.