Tampa Skyline
Tampa Skyline
Tampa Skyline

Legal Administrative Supervisor

Recruitment #240223-807005-001

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Nature Of Work

An employee in this class is responsible for supervising the assistants within the Legal Department and independently performing a wide variety of highly complex administrative assignments of considerable difficulty. Under direction, an employee is required to exercise considerable initiative and independent judgment in establishing personal work priorities and to work effectively with the public, municipal officials, and other municipal employees. An employee must also apply specialized and/or technical knowledge and experience in the interpretation and completion of assignments in accordance with municipal and departmental rules, regulations, procedures, and ordinances. Work is reviewed through observation, conversation, internal meetings and evaluation of results achieved.

Work is performed in a temperature controlled modern office setting, mostly from a seated position at a modular workstation. Supervisory work requires occasional monitoring of administrative and clerical staff located on different floors. The noise level in the environment is usually low.

Appointed position; employee serves at the pleasure of the City Attorney.

Examples of Duties

Serve as the principal administrative assistant, in support of the City Attorney, to ensure compliance with policies and procedures established for the Legal Department.

Implement new and revised procedures.

Establish and promote effective working relationships with the general public, municipal officials, and other employees through diplomatic communication and processing of inquiries and complaints.

Hire, supervise and train subordinate administrative and clerical personnel. Plan, direct, supervise, coordinate, review the work and complete evaluations of subordinate employees. Recommend personnel actions such as discipline, reprimands, demotions, suspensions, and dismissals. Approve leave and training requests. Process personnel/payroll actions through KRONOS including balancing timecards on a bi-weekly basis and timely submission to Payroll.

Assist in the preparation of the Legal Department's budget for the forthcoming fiscal year. Resolve errors and problems with the Legal Department's budget. Maintain the Legal Department's Imprest Account (write checks, prepare reimbursement memorandums, deposit funds, balance account). Maintain control of Legal Department's P-Card. Process requisitions, purchase orders, and invoices for payment of all Legal Department expenditures. Review and approve invoices from outside legal counsel, litigation expenses, etc.

Review and approve period and special statistical, financial, and other reports such as the annual Cost Allocation Report. Establish and maintain specialized files and record keeping systems.

Perform the most complex secretarial activities to include typing, taking and transcribing dictation when necessary; compose, edit, and prepare correspondence, reports, and forms, as well as resolutions, legal documents, and contracts.

Maintain Continuing Legal Education library and Westlaw membership for attorneys.

Internal T&I support for the Legal Department. Attend to maintenance and servicing of telephones, tv/cable, copiers, computers, printers, and building maintenance with the appropriate city departments. Keep records regarding the annual department property inventory. Manage door access and parking garage access cards.

Maintain inventory of office supplies including general office supplies, toner, paper, postage, printer cartridges, business cards, envelopes and other items.

Knowledge, Skills & Abilities

Knowledge of: Business English and mathematics; standard office practices, procedures, and equipment; financial and budgetary principles, practices and procedures; effective supervisory techniques.  operation and capabilities of personal computers and related software.

Skill in: typing; taking and transcribing dictation, using any method of speedwriting or shorthand; operation and minor maintenance of office machinery and equipment; use of word processing software.

Ability to: follow complex instructions, assimilate information, interpret written and numerical data, and arrive at decisions independently in accordance with established rules and regulations; locate, organize, and analyze data from files and other records; prepare and edit clear and concise written reports; compose, edit, and correct correspondence, agendas and reports for final typing and production; plan, assign, direct, supervise, and review the work of subordinate personnel; establish and maintain effective working relationships with employees, municipal officials, and the general public. Apply knowledge of rules, regulations, administrative procedures and policies, and functions of the Legal Department and make decisions in accordance with same; municipal organization, programs, and policies.

Minimum Qualifications

Graduation from an accredited high school, supplemented by business college or courses in business administration or a related field, and five (5) years of progressively responsible administrative experience with three (3) years of supervisory experience related to the area of assignment (personnel/payroll, accounting, contract administration, local government, or customer service)

Licenses or Certifications

Possession of a valid drivers license required.

Examination

Evaluation of education and experience. Drug testing is included in all pre-employment processing.

Conclusion

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