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HomeMy WebLinkAboutAdministrative Secretary - City AttorneyUpdated: March 2024 CITY OF IOWA CITY – JOB DESCRIPTION Posi�on Title: Administra�ve Secretary – City Atorney Department: City Atorney’s Office Division: City Atorney’s Office Supervisor: City Atorney FLSA: Non-Exempt Civil Service: No Pay Grade: 24 Job Number: 2401 Job Summary Performs general and specialized clerical and office management func�ons for City Atorney’s office. Essen�al Job Du�es and Responsibili�es The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. • Assists the public and staff by phone, email, and walk-in, refers people to the appropriate staff member, department, or agency. • Provides administra�ve support to atorneys, composes, and prepares various documents for atorneys, including Council resolu�ons. • Works with atorneys to maintain office filing system, paper and electronic (PROLAW) and computerized records, scanning of old files, file searches, and entering in Laserfiche. • Maintains records and inventories and monitors use of supplies and equipment; orders supplies and materials as necessary. • Maintains personnel files; prepares payroll change forms. • Inputs and monitors department budget, processes accounts payable and accounts receivable, manages procurement card; prepares check requests and purchase requisi�ons. • Maintains and monitors Magistrate Court docket, requests informa�on for discovery, subpoenas officers and witnesses; prepares and files court documents. • Processes travel requests and reconciles travel expenses. • Maintains general policies and procedures, rules, regula�ons, handbooks, and planning documents for departmental access. • Monitors con�nuing legal educa�on requirements for atorneys and files state reports and federal (Southern and Northern District) fees. • Assists in property acquisi�on as needed, including costs and preparing check requests. • Prepares reports; compiles sta�s�cs; these reports include City Atorney Office GOM’s (Goals, Objec�ves and Performance Measures) and the Travel Budget Summary. • Monitors, compiles data and creates reports for civil penalty enforcement (alcohol and tobacco); communicates with City Staff and Alcohol Beverages Division regarding these enforcements. Updated: March 2024 • Assists with and monitors Municipal Infrac�on cases. • Assists with office and atorney memberships and music and publishing license renewals. • Enters atorney chargebacks in Project Time program, submits at the end of each payroll period. • Conducts self in a manner which promotes and supports diversity and inclusivity in the workplace and community. • Performs other related du�es as assigned. Minimum Education, Experience, Certification/Licensure, Other • High school educa�on or G.E.D. and seven to twelve months of related experience or training; or equivalent combina�on of educa�on and experience. Experience in office management, computer opera�ons, wri�ng, legal issues, and/or customer rela�ons required. • Must pass criminal background check. Preferred Education, Experience, Certification/Licensure, Other • High school diploma or G.E.D. and one year of related experience or training; or equivalent combina�on of educa�on and experience. Knowledge, Skills, and Abili�es • Ability to add, subtract, mul�ply, and divide in all units of measure, using whole numbers, common frac�ons, and decimals. • Ability to apply common sense understanding to carry out instruc�ons furnished in writen, oral, or diagram form. • Ability to compute rate, ra�o, and percent and to draw and interpret bar graphs. • Ability to deal with problems involving several concrete variables in standardized situa�ons. • Ability to maintain inter and intra department confiden�ality. • Ability to read and interpret laws, ordinances and reports. • Ability to reliably and predictably carry out du�es. • Ability to speak effec�vely before groups of customers or employees of organiza�on. • Ability to take and transcribe minutes. • Ability to write rou�ne reports and correspondence. • Knowledge of general records maintenance. • Knowledge of general office policies and procedures. • Skill in using computers and applicable so�ware applica�ons (Microso� Office – Word, Excel, Outlook) and ability to learn Munis, ProLaw, EDMS and Laserfiche. Updated: March 2024 Supervision No supervision of direct reports. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. While performing the du�es of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, or crouch. The employee must occasionally li� and/or move up to 10 pounds. Specific vision abili�es required by this job include close vision, distance vision, color vision, depth percep�on and ability to adjust focus. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. The noise level in the work environment is usually moderate. Du�es are generally performed in an office se�ng with a controlled environment. The job requires si�ng for extended periods of �me and the work may expose the employee to unpleasant social situa�ons and significant work pace pressure. Iowa City is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act as Amended, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Reviewed/Approved by: Eric Goers, City Atorney (4/2024) I have read and understand the duties and requirements of this job description, and I agree that I can perform the duties of this position with or without reasonable accommodation. Employee Date ________________________________ __________________