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NEOGOV · 3 months ago

Executive Legal Assistant (First review October 27th)

Klamath Falls, OR

Full-time

Onsite

Mid Level

$65K/yr - $94K/yr

The City of Klamath Falls is seeking an Executive Legal Assistant to provide upper-level administrative support to the City Attorney and City Manager. This role involves managing calendars, preparing legal documents, and ensuring compliance with regulations while maintaining confidentiality in various administrative functions.

GovTechHuman ResourcesInformation TechnologySoftware

Responsibilities

Schedules appointments and assists in maintaining meeting room schedules. Manages the City Attorney’s calendar and assists other professional staff as assigned

In coordination with the City Recorder, manages and maintains the Administration Division file system ensuring compliance with all state and federal regulations for retrieval and retention. Responsible for citywide indexing, scanning and quality control to ensure document accuracy for retention and research purposes

Receives and screens visitors, telephone calls, email and mail correspondence. Provides information and assistance as appropriate. Refers to appropriate City or other agency departments

Prepares written material including confidential correspondence, memoranda, reports, and documents in preparation for the City Attorney, municipal court matters, union negotiations and other confidential matters; makes copies of documents or other printed materials as needed

Assists the City Attorney by preparing necessary forms and drafting basic legal documents using proper procedures required by statutes and rules of court

Claims management. Contracting insurance companies and coordinating payments. Contacting law enforcement agencies, courts, staff, and citizens to coordinate claim resolution. Coordinate with the District Attorney’s office, when necessary, on criminal cases and restitution for damages

Track and identify trends with claims to strategize with Risk Management team on strategies and best practices to prevent further trending

Assist management with insurance agent of record, ensuring a managed database of City insured properties and assets

Develops, compiles, organizes, tracks, records, and distributes a variety of materials and/or data which may include developing and managing databases

Maintains office supply levels and advises appropriate party of necessary purchases

Crosstrain with Executive Administrative Assistant to provide back-up and peak office coverage for others as directed

Supports various City sponsored boards and commissions with minute taking, agenda preparation, and staff support as assigned

May be required to attend City Council meetings outside normal working hours to facilitate platform for virtual attendees

Other duties as assigned

Qualification

Legal terminologyMicrosoft Office SuiteAlphanumeric filing systemsDocument managementPublic relationsVerbal communicationWritten communicationConfidentiality

Required

Knowledge of office practices, policies, and procedures; business math; and alphanumeric filing systems

General principles of public organization and administration; advanced administrative principles and practices; correct English usage in both verbal and written communication

The use of personal computers and relevant software; including Microsoft Office Suite

Legal terminology, legal forms and documents, basic real estate terminology and transactions, or the ability to learn

Ability to interact effectively with the public and employees; exercise diplomacy and tact; demonstrate exceptional verbal and written communication skills

Ability to understand the organization and operation of the City and outside agencies as necessary to perform assigned responsibilities

Ability to coordinate a variety of duties in an organized and efficient manner

Ability to interpret and apply City policies

Ability to work independently in the absence of specific instruction, and use good judgment to make decisions appropriate to level of responsibilities

Ability to compile and maintain complex and extensive records/files; maintain proper confidentiality

Ability to proficiently type/keyboard

Requires sufficient hand-eye-arm coordination to use a keyboard, plus arm/hand movements to retrieve work materials and operate a variety of general office equipment

Requires visual acuity to read words and numbers

Requires auditory ability to carry on conversations over the phone and in person, one-on-one, and in small groups

Any combination of training and experience that provides the required knowledge, skills and abilities is qualifying

Typical education would include an Associate of Arts Degree with major work in clerical, administrative assistance, computer/word processing courses; public relations, personnel, public administration, or related field

Requires a valid Oregon driver license or the ability to obtain within three months of hire date

Requires a notary license or the obtainment of one within the first year of employment