Legal Assistant

Description City of Carbondale Job Opening Announcement/Job Description Title: Legal Assistant Dept./Div.: City Attorney/Legal Nature of Work: This is a regular, full‑time position in the City Attorney’s Office. The position provides secretarial and administrative support to the City Attorney and Assistant City Attorney and has primary responsibility for preparing court documents and reports related to municipal ordinance violation prosecution, collections, and customer service. The Legal Assistant must exercise initiative with minimal instruction and independent judgment, demonstrating exceptional critical thinking, customer service, and project coordination skills. Work is assigned by the City Attorney and/or Assistant City Attorney. The Legal Assistant is supervised and evaluated by the City Attorney. Essential Duties: Receive and direct calls and visitors to the City Attorney’s Office. Respond to routine questions and requests, and assist persons seeking information from the City Attorney’s Office. This requires effective oral and written communication and strong interpersonal skills for dealing with the public in person, by telephone, using tact and good judgment. Perform a wide variety of secretarial and clerical tasks including transcribing written and tape‑recorded information regarding union contracts, litigation, documents, correspondence, and memorandums. This involves using typewriters, calculators, personal computers, and other appropriate office equipment with accuracy, efficiency, and speed; organize and accurately maintain an extensive filing system, using good organizational skills and accuracy. Provide clerical support required for payroll preparation, check requests/vouchers/requisitions, travel forms, P‑Card statements, and budgets; maintain the necessary support records and documentation. This includes reading, written, and comprehension skills, use of a calculator, basic mathematical abilities including addition, subtraction, multiplication, division, and application of percentages in assisting with budget, purchase order, and payroll preparation and processing. Draft and revise legal documents including ordinances and resolutions, legal motions, small‑claim complaints, liens and releases, real‑estate documents, contracts, and agreements; ensure copies of the appropriate documents are correct and submitted for dissemination and maintained for future changes; provide electronic copies of council items to be posted on the City’s website. Prepare summons, warrants, court dockets, motions and other related court documents; work closely with the Jackson County Circuit Clerk’s Office, Illinois Supreme Court, and other governmental branches to assist in the completion of assignments. Coordinate the Pay‑By‑Mail/Community Service Program designed to provide an option for those receiving citations for ordinance violations to participate as an alternative to a court appearance. This involves working closely with the Carbondale Police Department to ensure effectiveness of the program, establishing and maintaining a list of participating agencies/organizations, discussing options with the individual receiving the citation, assisting with the completion of forms, receipt of payment, verification and confirmation of community service hours, confirming completion of service hours, and preparing a complaint and summons to be served if the individual does not fulfil the program requirements. Maintain files on past‑due accounts with the City. This includes searching for and locating individuals; preparing and sending correspondence; brokering payment agreements; preparing documents and filing with the court (small‑claims complaints, summons, citations to discover assets, petitions for rule to show cause, and body attachments). Maintain court files and prepare City court dockets. This includes requesting and reviewing police reports from the appropriate law‑enforcement agency when a bench trial is requested, identifying and notifying law‑enforcement officers and witnesses of the court date, responding to discovery requests from opposing counsel, and cancelling court appearances if the case is continued or a plea is entered. Prepare petitions to revoke supervision for individuals who do not comply with supervision agreements, prepare Secretary of State disposition reports for individuals receiving under‑age alcohol violations, and prepare and serve alias summons on Building and Neighborhood Service citations that have not been served. Request, review, and follow up on monthly reports for all closed and new water/sewer accounts to identify customers with outstanding balances that can be transferred; prepare and submit a monthly write‑off report of uncollected or statutes‑of‑limitations accounts. Effectively and efficiently organize and maintain all legal files, maintain office supply inventory for the department, and serve as notary for the public. Other Duties: Perform other duties and assignments as required to carry out the mission of the City Attorney’s Office and the City of Carbondale. Work Environment: Generally performed in an office setting, with moderate work outside and exposure to all types of weather conditions. Physical Demands: Sedentary with occasional walking, bending, lifting up to 25 pounds, and other light physical activities. Requires ability to sit for extended periods, operate vehicles, operate personal computers, and perceive/discriminate colors, sounds, depth, and texture. Minimum Acceptable Qualifications: Associate’s degree or certification as a legal secretary, paralegal, or equivalent. Extensive professional secretarial experience or administrative support in a legal environment or closely related field requiring critical thinking, confidentiality, and discretion; experience preparing court documents and supporting an attorney in court functions; advanced software experience with Microsoft Office; advanced skills in English grammar/writing and mathematics. Must pass City’s required skills assessment tests, drug screening, criminal background check, and possess a valid Illinois driver’s license. Regular, Full‑Time Position/Overtime Eligible Salary: $24.81 – $26.50 per hour. Benefits: Medical/Dental/Vision Life Insurance Retirement pension 457 deferred compensation plan Employee Assistance Program 10 days of vacation / 12 days of sick leave per year 13 city holidays, plus one floating holiday Section 125 pre‑tax deductions Dependent Care Reimbursement Plan Healthcare Flexible Spending Account The City of Carbondale is an Equal Opportunity Employer. #J-18808-Ljbffr Carbondale, City of