Legal Secretary

Legal Secretary

The Legal Secretary position in the City Attorney's Legal Advisors Office provides legal support to internal and external stakeholders. This position requires significant legal knowledge related to various topics. The position also works as a liaison between attorneys and process servers with Police Department personnel requiring various types of legal process service.

Work is performed under the supervision of the Principal City Attorney-Police Legal Advisor. This position does not supervise.

Duties and responsibilities include:

• Reviews and processes correspondence, litigation documents such as court orders, summons and complaints, notices of claim, and subpoenas received or served, and determine necessary action, such as proper service on an officer. Opens matter in case management software, while adhering to naming conventions, and uses various department resources and software programs to compile all necessary documentation related to the specific matter. Provides all related documents to City Attorney's Internal Litigation Unit as required. Processes and tracks all documents received for review by the Legal Advisors, including Agreements, Contracts, Memorandums of Understanding, Memorandums of Agreements, Public Records Requests, Subpoenas, and Court Orders.
• Acts as liaison between attorneys, legal assistants, or process servers and Police Department personnel regarding requirements and procedure for service of subpoenas. Provides information to attorneys or civilians who may represent themselves in a court proceeding, as to the process for interviewing department personnel. Responds to questions from Police Department personnel concerning service of process. Maintains and updates the subpoena process document for dissemination to all department divisions.
• Executes the Peace Officer Sealed Records procedure according to court rules and requirements. Drafts quarterly email to the department with updates and specific instructions for the quarterly records sealing deadline. Responds to questions from personnel about the procedure, and their specific issues. Tracks and uploads current versions of required documentation to the Police Department intranet site to keep the legal advisor's page updated. Saves documentation in case management software and disseminates accordingly. Follows up with officers regarding their sealing order received from the court and tracks sealed records.
• Maintains and updates the office operations manual, including detailed software instructions. Drafts detailed procedures for any new software or department processes.
• Maintains calendar tasks necessary for deadlines and department matters; schedules and calendars meetings for attorneys; corresponds via email with all levels of Police Department members in a professional manner. Schedules, tracks and determines deadlines related to classes taught by Legal Advisors for law enforcement recruits, and various internal departments. Assembles and provides classroom materials to personnel prior to class dates.
• Processes authorizations of acceptance for claims and lawsuits received from personnel, including police officer recruits.
• Adheres to critical incident processes to ensure appropriate records are sealed and matter is opened in the case management software.
• Reviews and processes evidence release requests received from the Police Department. Obtains necessary case reports and information used to determine legality of releasing evidence, notifies requesting department of the outcome, and saves information in case management software.
• Coordinates and schedules department travel in accordance with City rules, regulations, and processes regarding business travel.
• Follows the City Administrative Directive regarding use of Purchasing Card.
• Follows Records Retention deadlines and procedures for certain documents held in the Legal Advisor' Office. Interacts with the Police Department Records Section concerning any records in question.
• Performs other duties and tasks as assigned.

Working conditions are mostly office environment.

Minimum qualifications include:

• Education: 6 months post high school
• Experience: Two (2) years of relevant experience

Any combination of relevant education and experience may be substituted on a year-for-year basis.

Preferred qualifications include:

• Two (2) years of administrative support experience.
• Experience and knowledge gained from working in a related environment, such as a law enforcement agency, a law office or court.
• Experience working in a related environment, such as a court or law office, including the handling of confidential information.