Legal Program Manager

Legal Program Manager

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Under general supervision of the City Attorney, performs a variety of complex, sensitive, and confidential functions within the Legal Department, including project management and administrative support tasks in rapidly changing environment. Requires a high degree of independent judgment and a thorough knowledge of City functions, policies, and procedures.

Applicants are required to attach a resume and cover letter.

Essential duties and responsibilities may include, but are not limited to, the following:

• This position assists the City Attorney with the Legal and Real Estate Department's process development and implementation, workload distribution, and quality control. The position executes the annual work plan for the Legal Department. As the Legal Program Manager, this position is responsible for Legal Program coordination as described below and is responsible for managing four (4) key department programs:

  • Procurement Policy and Contract Review;

  • Public Information Program Overview;

  • Information Knowledge Management; and

  • Legal and Real Estate Department budget.

• Legal Program Coordination:

  • Provides professional-level support to the Legal Department, including skilled administrative and operational duties, conducts and analyzes research, resolves citizen complaints, project management/coordination, and contract interpretation.

  • Provides complex administrative support: drafts, formats, and/or edits correspondence, reports, agreements, contracts, presentations, overheads, manuals, forms, agendas, agenda coversheets; prepares minutes for working groups and committees; transcribes a variety of documents, and works with other documents often of a highly sensitive and confidential nature; ensures materials, reports and documents for signatures are accurate and complete.

  • Works independently to create reports, memos, or presentations for various groups.

  • Provides project coordination duties for the Department, including research, data collection and report preparation; schedules tasks with appropriate City departments and follows up to ensure project schedule is met on assigned projects.

  • Receives and screens telephone calls and e-mails; manages issues that require sensitivity and the use of sound independent judgment.

  • Maintains current knowledge of division and City administrative procedures.

  • May supervise Department administrative staff.

• Procurement Policy & Contract Review:

  • Performs initial review of Department and/or Purchasing legal review requests to ensure they are made in accordance with prescribed guidelines, regulations and procedures.

  • Reviews and analyzes requests for proposals (RFPs), requests for qualifications (RFQs), and invitations to bid (ITBs) to assess legal tasks needed.

  • Reviews and evaluates RFP, RFQ, and ITB awards to assess legal tasks needed.

  • Trains and educates City staff on purchasing procedures in order to assist them with meeting all guidelines and policies during procurement activities.

• Public Information Program Overview:

  • Coordinates and responds to requests for public information, ensuring that responses are provided by statutory deadlines.

  • Oversees the administrative functions of the citywide Public Information Center.

  • Coordinates and assists staff with processing requests and performing research as needed.

  • Coordinates all public information request correspondence with the Attorney General.

• Information Knowledge Management:

  • Manages task list and workflow requirements for the Legal Department, including proactive review of requests for legal services and coordination with attorneys on tasks and incoming requests for assistance.

  • Assists with records retention and file management; processes automated and hard copy records and files consistent with record retention laws; maintains Department records and retrieves information as needed.

  • Oversees the administrative functions and needs of the Department to include: coordination and prioritization of work; coordinating the scheduling and arrangements for meetings, coordinate travel arrangements, conferences, agenda items, and minutes.

  • Leads department new hire and orientation and on-boarding program.

• Legal and Real Estate Department Budget:

  • Coordinates Department budget preparation; compiles data, evaluates and maintains budget items and accounts; researches budget questions and issues; prepares internal and external budget reports and provides divisional and departmental budget status reports.

  • Coordinates departmental financial responsibilities including but not limited to paying Department's association dues, memberships and subscriptions; overseeing petty cash distribution and reconciliation; processing credit card expense billing and reconciliation; preparing purchase orders, processing payment for contract legal work, coordinating reimbursements for contract legal work, etc.

  • Prepares standard legal documents at direction of attorneys.

  • Responsible for monitoring and advising regarding budget status and any needed budget requests or amendments.

• Maintains professional and technical knowledge by attending educational workshops.

• Coordinates City activities with Division staff, and acts as backup to other administrative staff.

• Performs other duties as assigned.

Minimum Qualifications:

Education, Training and Experience Guidelines:

Bachelor's degree from an accredited college or university and five (5) years of full-time work experience in an administrative, executive support, or project management position. OR Any combination of experience, education and/or training that provides the required knowledge, skills, and abilities.

Knowledge of:

• City and departmental policies and procedures.

• Experience with good customer service practices and principles.

• Municipal government operations.

• The principles and practices of modern public administration.

• Council/Manager form of government.

• Supervisory and office practices and procedures.

• Modern records management techniques, including legal requirements for recording, retention and disclosure.

Skill in:

• Handling multiple tasks simultaneously.

• Managing projects; meeting deadlines.

• Ensuring a high standard of professionalism and outstanding customer service.

• Communicating effectively, including orally, in writing, and by listening.

• Using a computer and utilizing Microsoft Office applications, including advance word processing/desktop publishing skills.

• Establishing and maintaining effective working relationships and utilizing effective teamwork.

• Reading, analyzing, and interpreting procedure manuals, reports, memos, correspondence and other documents.

• Writing accurate and coherent minutes, letters, and memos.

• Performing basic mathematical calculations.

• Defining problems, collecting data, establishing facts, and drawing valid conclusions.

• Responding effectively both orally and in writing to inquiries or complaints.

• Effectively articulating information to management.

• Using independent judgment in achieving assigned objectives.

• Accurately recording and maintaining records.

• Demonstrates the ability to accurately pay attention to detail; adaptability; ability to assess and solve problems.

Licenses and Certification Requirements:

• Valid Class "C" Texas driver's license required. Out-of-state license holders must have a valid license and provide a three-year driving history.