Introduction
This position requires the performance of legal support services for attorneys in the Legal Department. Appointed unclassified, non-exempt position.
Nature Of Work
The primary responsibilities for this
position involve the performance of specialized and confidential secretarial
assignments for one or more assistant city attorneys engaged
in the land use and real estate practice of law.
Work is performed under the general
supervision and requires initiative, attention to detail, and strict adherence to established policy and procedure. The
role requires a high degree of professionalism, discretion, and independent
judgment in managing administrative tasks; communication with internal
departments and the public; creating documents in the city’s OnBase system;
assisting with the drafting, editing and review of ordinances, resolutions,
contracts, agreements for submission to the City of Tampa City Council for
approval. Once documents are approved by City Council, this role is responsible
to monitor pending agenda items, track documents for final signatures and
upload executed documents to an internal electronic filing system.
Examples of Duties
Draft, format, and proofread legal documents including resolutions, ordinances, contracts, agreements, memorandums and correspondence for attorney review and filing.
Prepare and file documents in OnBase and the Legal Department’s electronic filing system.
Maintain attorney calendars, including hearings, meetings, and filing deadlines, coordinate scheduling with internal departments and members of the public.
Track and manage administrative case files (physical and electronic), including Legal Files database entries, document indexing, and archiving.
Assist with hearing/meeting preparation, including organizing agendas, relevant materials, etc.
Screen and route incoming calls, emails, and correspondence; respond to inquiries from city departments and the public regarding land use/real estate matters.
Prepare agenda items for City Council meetings using OnBase; track motions and prepare post-meeting documentation for execution.
Perform other related work as
required.
Knowledge, Skills & Abilities
Knowledge of: Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Westlaw, Accela, Municode, Legal Files (City’s Document & Case Management System), and OnBase (City’s web-based software system). Familiarity with municipal codes, government structure, and public records procedures.
Skill in: written and verbal communication
Ability to: draft and edit legal documents with precision. Strong organizational skills with the ability to prioritize tasks, manage multiple deadlines, and maintain accurate records. Work independently, exercise sound judgment, and maintain effective working relationships with attorneys, city officials, and the public.
Physical Requirements
Mostly sedentary, indoors, requires extended use of
computer, and office equipment, typing and viewing a monitor, 10- 20 lbs. of occasional lifting.
Minimum Qualifications
Graduation from an accredited high school, preferably supplemented by legal secretarial coursework and three (3) years of responsible legal secretarial experience, preferably in land use/real estate or local government law; or an equivalent combination of training and experience.
Licenses or Certifications
Possession of a valid driver’s license required.
Licensed notary preferred
Comments
During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.
