Legal Secretary

Legal Secretary

The Legal Secretary position in the City Attorney's Legal Advisor's 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

• Reviews and processes correspondence, litigation documents such as court orders, summons and complaints, notices of claim, and subpoenas received or served, and determines 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's Office. Interacts with the Police Department Records Section concerning any records in question.

• Performs other duties and tasks as assigned.

Working Conditions

Mostly office environment.

All duties and responsibilities listed are subject to change.

Minimum Qualifications

Education

6 months post high school

Experience

Two (2) years of relevant experience

Equivalency

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

License/Certifications

Preferred Qualifications

Education: Six (6) months post high school

Work Experience: Two (2) years of directly related experience

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

Preferred Qualifications: 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.

Position Details

Job Profile

J0134 - Legal Secretary

Compensation Grade

G105

Hourly Range

$21.96 - 32.94 USD

The City of Tucson considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity.

Fair Labor Standards Act (FLSA)

Non-Exempt

Position Type

Regular

Time Type

Full time

Department

City Attorney

Background Check

This position has been designated to require a criminal background check. The City of Tucson is a Second Chance Employer.

About Us

Benefits

The City of Tucson offers a generous benefits package for benefit-eligible positions. The comprehensive, flexible, and affordable coverage is designed to optimize health and well-being, security and future, and peace of mind. Benefits begin with medical, dental, vision, life, disability, and FSA coverage, surpassing your standard 401(k) program by offering a rich pension plan plus optional Roth and pretax deferred compensation savings. With your well-being in mind, our paid time off program provides new hires with 38 paid days off in the first year of employment, with time off increasing steadily in subsequent years. We offer twelve weeks of paid parental leave, paid tuition reimbursement, student loan repayment, off- and on-the-job training, and opportunities to forge connections with peers and the community through employee resource groups and paid volunteer hours. You can learn more about our benefits at

Citizenship

The City of Tucson employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services. The City of Tucson does not offer visa sponsorship.

The City of Tucson is an Equal Opportunity/Affirmative Action/Veterans/Disability Employer

The city does not discriminate based on race, color, religion, sex (including sexual orientation, gender identity, and pregnancy), national origin, veteran status, age, disability, genetic testing, or any other protected status. If you believe you have been a victim of discrimination, you may file a complaint with the City of Tucson's Office of Equal Opportunity Programs, U.S. Equal Employment Opportunity Commission (EEOC) or Arizona Attorney General's Office of the Civil Rights Division (ACRD).

ADA Accessibility Compliant Form

The City of Tucson is committed to providing access and reasonable accommodation for individuals with disabilities or who require religious accommodation; please contact Human Resources at View email address on click.appcast.io.

Recruiter Name

Noelle Smith

Recruiter Email

View email address on click.appcast.io

For general Human Resources questions please contact View phone number on click.appcast.io.