LEGAL SECRETARY - City Attorney's Office Civil Division

Recruitment #2212-0134-002

Introduction

The City Attorney’s Office Civil Division is seeking qualified and dedicated individuals to provide legal secretary support.  The position provides legal secretary assistance to the attorneys advising and supporting City departments which may include the areas of planning, real estate, transportation, finance, and employment.

 

The City of Tucson offers a wide range of generous benefits for eligible employees.  Some of those benefits include:

City-Wide Benefits

· Medical: Choice between a high deductible plan (HSA or HRA), or Network plan. 

· Dental: Choice between a national dental PPO and a local dental HMO. 

· Vision: Coverage for annual eye exam and glasses or contacts, plus LASIK. 

· Life: City-paid coverage for you & dependents, plus option to buy more. 

· Long-Term Disability: Income replacement of up to 60% of your base salary in the event of a qualifying disability. 

· Employee Assistance Program: Enhance your wellbeing when life doesn’t go as planned. 

 Your Security and Future 

· Pension: Generous pension plans that help both civilian and public safety employees retire more comfortably (Optional for appointed employees within first 90 days of employment). 

· Deferred Compensation: Save more toward a comfortable retirement with a 457(b) plan. 

· Training & Tuition Assistance: Pursue your dream through internal training or financial help toward a degree.  

 Your Peace of Mind 

· Paid Parental Leave: Six (6) weeks paid leave when you welcome a child, plus other generous leave policies for FML, Medical and USERRA. 

· Paid Time Away: New hires enjoy 37 days of paid time off in the first year, with time increasing steadily thereafter (In year one: 13 accrued days of vacation, 13 accrued days of sick leave, and 11 paid holidays). 

· Employee Discounts: Generous discounts, ranging from car rentals to computers, gifts to groceries, electronics to entertainment. 

· Social Connectedness: Forge connections with the community we serve through paid volunteerism and payroll-deducted charitable giving. 

General Description

This position provides legal secretary support to attorneys who, in turn, support city departments.  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.

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

In addition to the minim qualifications noted above, the ideal candidate will also possess

· 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, the information provided in their resumes 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 interview.  More instructions will follow.

Virtual Oral Board Interviews will be held the week of January 16, 2023 

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 present your documentation at the time of your interview or email it to Ankita Bhargava at ankita.bhargava@tucsonaz.gov. 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 email ankita.bhargava@tucsonaz.gov 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

Bulletin Footer

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.