City of Tampa

The primary responsibilities for this position involve the performance of specialized and confidential secretarial assignments for one or more assistant city attorneys whose practice primarily involves the civil and administrative practice of law.

Work is performed under the general supervision of the assigned attorney or an administrative superior. Detailed work instructions are received from a supervisor when work is unusually complex. Work may require the exercise of independent judgment and discretion in its performance and is not of a routine mental, manual, physical or mechanical nature. Work is of more than average difficulty and requires attention to detail, the ability to comprehend complex issues, and completion of tasks in an accurate manner and in strict conformance with established policies and procedures and, if applicable, rules of court. Work also involves interaction with members of the public who contact the Legal Department. Work is reviewed through observation, conversation and evaluation of results achieved. Work is performed in a temperature controlled modern office setting, mostly from a seated position at a modular workstation. The noise level in the environment is usually low.

Appointed unclassified, non-exempt position.

Draft and type documents from written material/instructions and participate in transcribing of information taken from dictation. Documents may include legal correspondence, plea agreements, briefs, affidavits, legal opinions, contracts, legislation, resolutions and ordinances.

Establish and revise work priorities and production schedules.

Maintain assigned attorney(s) court/litigation and appointment schedule to include scheduling of calls or meetings. Maintain assigned attorney(s) assignment list in Legal Files and physical files. Create monthly reports tracking attorney assignments. Assist in creating annual cost allocation reports for assigned attorney(s).

Create and enter agenda items into OnBase (City’s web-based software system) for City Council (CC) and/or Community Redevelopment Agency (CRA) meetings. Create/maintain an Excel spreadsheet that tracks CC and CRA motions. Following CC and CRA meetings, prepare documents for execution by the Mayor.

Perform receptionist work, taking and screening telephone calls, making decisions to determine the appropriate information to be given, routing calls to appropriate parties, taking messages and greeting visitors.

Receive and screen email communications and costumer service messages from the general public, make decisions to determine the appropriate information to be given or route to appropriate parties.

Review, proofread and edit all work for quality and accuracy.

Perform general and routine legal research, including electronic research.

Maintain files of correspondence, forms, reports and other materials by filing and sorting material alphabetically, numerically or by other predetermined classification systems.  Submit records for archive purposes as necessary.

Handle confidential documents in accordance with procedures to maintain their security.

Track and process invoices for payment relative to litigation expenses and outside counsel.

Order, deliver, distribute, and collect mail, supplies, and other materials.

Perform other related work as required. 

Knowledge of: modern legal office practices and procedures in scheduling meetings, depositions, hearings, and closely related duties, legal terminology, spelling, punctuation, and grammar, as well as various legal forms, instruments, documents and pleadings, the scope of various courts and their respective procedures, including electronic filing, federal, state and local government. This includes the City’s structure, division of responsibilities by department and ability to use Municode, Westlaw, Microsoft Office Suite, Excel, Legal Files, OnBase, etc.

Skilled in: composing, editing and correcting draft correspondence, reports and other documents for final typing or production, taking and transcribing legal dictation and in the operation of keyboard equipment and transcribing equipment.

Ability to: establish priorities for processing a variety of documents or carrying out a variety of responsibilities in accordance with departmental procedures, operate (personal) computers, dictation machines and other office equipment with a high degree of accuracy and speed, understand and follow moderately complex verbal and written instructions, establish and maintain effective working relationships with other employees, City officials, attorneys and the general public, communicate effectively, both orally and in writing.

Mostly sedentary, indoors, requires extended use of computer, typing and viewing a monitor.