LEGAL SECRETARY - City Attorney's Office Internal Litigation Unit

Recruitment #2206-0134-001

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Introduction

The City Attorney’s Office is seeking qualified and dedicated individuals to provide legal secretary support in two divisions.  

The Civil Division position provides legal secretary assistance to the attorneys who advise and support City Departments.

The Internal Litigation Unit (ILU) is responsible for defending the City in courts of law and administrative proceedings to avert litigation contrary to the City's interest for all civil cases.    There are multiple positions available in the ILU Division.

General Description

Civil Division position:

This position provides legal secretary support to attorneys who, in turn, support city departments.  This will include real estate actions such as eminent domain, leases and sale/purchase of real property.  Additionally, this position prepares and reviews agenda items for the Mayor and Council.  Other essential duties include:

  • Formatting, proofing and filing pleadings with the courts.
  • Preparing correspondence and proofing documents.
  • Maintaining files and data in legal matter management software.
  • General office tasks and other duties as assigned.

Internal Litigation Unit position:

These positions provide legal secretary support to paralegals and attorneys.  They are also responsible for maintaining litigation files, filing legal documents with Federal and State courts, preparing correspondence and performing general office tasks. Other essential duties include:

  • Formatting, proofing and filing pleadings.
  • Bates stamping and updating document logs.
  • Maintaining files and data in legal matter management software.
  • Preparing subpoenas.
  • Assisting with notebook and exhibit preparation.

Essential Functions

Maintains the docket by pulling files for daily settings, scheduling appointments and cases, notifying attorneys and related parties of pertinent information, completing and distributing paperwork, notarizing affidavits, preparing reports, locating witnesses and preparing docket sheets. Prepares legal documents by entering the required data, reading the charges and offenses, verifying accuracy, notarizing various legal and court documents, preparing indictments and subpoenas, and distributing copies.

Provides administrative support by assisting clients and visitors, answering and directing phone calls, maintaining office supplies, contacting vendors regarding office needs, drafting correspondence, and assisting court personnel as needed.

Performs payroll clerk responsibilities by assisting with office management, collecting time cards, entering time record data into mainframe, creating reports, and processing payroll records as needed.

Performs related duties by preparing budget statistics, verifying expenditures, answering phones, court runs, maintaining database files, maintaining consumer fraud files and records, reviewing files for retention periods, keeping account records, setting up notification cases, maintaining personnel records, scheduling, video taping depositions, and providing back up assistance to other secretaries as required.

Minimum Qualifications

Minimum Education Level & Type: 6 months post High School

Minimum Experience Qualifications: At least 2 years of administrative support and handling of confidential information

Special Job Requirements

Applicants who receive an invitation to attend the Oral Board interview will be required to bring a valid typing certificate obtained within the previous 12 months indicating a minimum NET typing speed of 45 WPM or greater. 

Information on how to obtain a typing certificate will be given to those candidates that are invited to an Oral Board Interview. A typing certificate MUST be presented in order to be interviewed.

Preferred Qualifications

Strong experience in government or in personal injury, employment, and civil rights litigation. Experience with filing documents in State and Federal Courts. Experience with legal matter management software.

Selection Plan

Applicants who meet the minimum qualifications will be evaluated on the education and work experience in their employment profile and the responses to their supplemental questions. The highest scoring applicants will then be invited to participate in an Oral Board Interview.  Applicants who are invited to the Oral Board interview MUST submit their typing certificate prior to their scheduled virtual  interview.  More instructions will follow.

Virtual Oral Board Interviews will be held the week of July 18, 2022
It is important to note that the City of Tucson uses Microsoft Teams for its virtual interviews. Please ensure that you have access to this software application.

Upon completion of all examination processes, the highest scoring applicants will be placed on the Civil Service Employment List.  An applicant's ranking on the Civil Service list will be based on their final score which will be calculated as:

  •  20% of your rating for education and work experience
  •  80% of your oral board interview 

This recruitment will establish a civil service list that will be utilized to fill vacancies occurring within the next 6 months.

Veterans, Native American, or Disability preference points will be added to the final score for those that are placed on the Civil Service Employment List.  If you qualify for preference points as outlined in the Employment Profile, you must email your documents to Pilar.Jauregui@tucsonaz.gov when you are invited to participate in the virtual interview process.  The DD 214 must be a copy that indicates characterization of service.  

If you are in need of Americans with Disabilities Act-related accommodation during the testing process, please call Erin Gallego  at 520-837-4167 at least 48 hours prior to the evaluation.  

Conclusion

You are encouraged to print this bulletin because it contains important dates and information that will not be available online once this position closes. Communications throughout this process will be sent via email exclusively so please ensure your browser accepts emails from jobs@tucsonaz.gov and check your email account regularly; this may include your junk box/spam filter. Failure to respond or follow instructions will result in disqualification.

Pre-employment Medical Testing Requirements

None

**The City of Tucson values the safety of our employees, our residents, our community, and our visitors. In support of these values, if you are selected for this job, you must be fully vaccinated against COVID-19, except when vaccination is not medically advised or violates your sincerely held religious beliefs. If you are invited to join our team, you must submit proof that you are fully vaccinated against COVID-19 to your initial HR representative, or you must request an exemption from your representative. New employees must either provide proof of vaccination or be granted a medical or religious exemption before working with the City of Tucson.**

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To ensure accurate payroll information for tax purposes, the successful candidate will need to provide their original Social Security Card or original letter from the Social Security Administration with their social security number prior to beginning work with the City of Tucson.

The City of Tucson hires lawful workers only - US citizens or nationals and non-citizens with valid work authorization - without discrimination. Federal immigration laws require all employers to verify both the identity and employment eligibility of all persons hired to work in the United States. In its efforts to meet the law's requirements, the City of Tucson participates in the E-Verify program established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to aid employers in verifying the eligibility of workers.

Retired City of Tucson employees receiving benefits from the Tucson Supplemental Retirement System who are considering reemployment with the City should be aware that pursuant to Section 22-37(g) of the Tucson City Code, retirement benefits shall be suspended during the period of reemployment with the City of Tucson unless you have been separated at least twelve consecutive months before returning to work AND you return to a non-permanent employment classification. Creditable service does not accrue during any reemployment period.