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HomeMy WebLinkAboutAdministrative Secretary - City AttorneyCITY OF IOWA CITY - Job Description Job Class #24-01A FLSA Non-Exempt Non Civil Service Identification Position Title: Administrative Secretary – City Attorney Department: City Attorney Division: City Attorney Supervisor: City Attorney Job Summary Performs general and specialized clerical and office management functions for City Attorney’s office. Job Scope Position does include budget responsibility. Essential Job Duties and Responsibilities Answers telephone; takes messages and refers callers to appropriate person. Manages walk-in traffic. Maintains records and inventories and monitors use of supplies and equipment; orders supplies and materials as necessary. Maintains personnel files; prepares payroll change forms. Assists with new employee/new attorney paperwork and checklist. Processes travel requests and reconciles travel expenses. Inputs and monitors department budget, processes accounts payable and accounts receivable. Maintains office filing system, paper and electronic (PROLAW) and computerized records. Maintains general policies and procedures, rules, regulations, handbooks and planning documents for departmental access. Receives and investigates and/or refers questions and complaints from the public and City staff; researches information; follows up with correspondence and phone calls as needed. Assists in coordinating and implementing new procedures designed to improve office operations. Manages procurement card for certain department purchases; prepares check requests and purchase requisitions. Job Class #24-01A City Attorney Page 2 Updated 8/16/2022 Operates and provides for maintenance of a variety of office machines and equipment. Monitors continuing legal education requirements for attorneys and files state reports and federal (Southern and Northern District) fees. Composes and prepares various documents for attorneys, including Council resolutions. Follows up with the attorneys after each City Council Meeting regarding City Council agenda items (Resolutions and/or Ordinances) to be saved or not saved in PROLAW. Assists in property acquisition as needed, including costs and preparing check requests. Prepares reports; compiles statistics; these reports include City Attorney Office GOM’s (Goals, Objectives 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. Assists with and monitors Municipal Infraction cases. Assists with Magistrate Court procedures in absence of Legal Assistant. Assists with office and attorney membership renewals. Renews BMI (Broadcast Music Inc,) and ASCAP (American Society of Composers, Authors and Publishers) licenses. Enters attorney chargebacks in Project Time program. Submits chargebacks in Project Time at the end of each payroll period. Communicates this submission to Accounting and Payroll. Scans old paper files to Laserfiche or PROLAW programs. Assists with information and file searches in the City Attorney Office File Index and in Laserfiche. Conducts self in a manner which promotes and supports diversity and inclusivity in the workplace and community. Performs other related duties as assigned. Physical and Environmental Conditions The physical demands and work environment conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job and are encountered while performing those essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, Job Class #24-01A City Attorney Page 2 Updated 8/16/2022 handle, or feel; and talk and hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to walk or stand. Specific vision abilities required by this job include close vision. The noise level in the work environment is usually moderate. Minimum Education, Experience and Certification Additional training beyond high school in the areas of office management, writing, legal issues, and/or customer relations required. One year experience in the clerical field with experience in computer operations required. Must pass criminal background check. Preferred Education, Experience and Certification Associate degree or equivalent from an educational institution accredited by a DOE recognized accreditation body or three years of experience preferred. Knowledge, Skills, and Abilities Knowledge of and ability to use computer software and hardware systems and general records maintenance. Good knowledge of general office policies and procedures. Skills in computer operations and the operation of related software and office management. Ability to read and interpret laws, ordinances and reports. Ability to complete a variety of written reports. Ability to take and transcribe minutes. Ability to maintain inter- and intra-department confidentiality. The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position.