Salary: $19.16 – $20.11 Hourly
Location : Asheville, NC
Job Type: Full Time
Job Number: 2023-00980
Department: Legal
Division: Legal Services
Opening Date: 08/02/2023
Closing Date: 8/23/2023 5:00 PM Eastern
Summary
SUMMARY:
The City of Asheville is currently looking to hire a full-time, non-exempt Administrative Assistant position within the Legal Department. The main responsibilities of this position include assisting the department in administrative activities by performing a variety of administrative and technical functions. Duties include receiving and transcribing confidential correspondence, screening and independently handling a variety of inquiries by telephone and in person, and maintaining a variety of records and files. Work is often characterized by its variety, complexity and confidential nature, requiring considerable organizational and analytical ability. You are also responsible for evaluating and managing data, providing specialized information, maintaining an efficient coordinated and modern filing system. You must exercise independent judgment and discretion in initiating and completing assignments; handling difficult public contact situations requiring considerable tact and knowledge of applicable policies, procedures, and programs. This position is performed under general supervision of the department office manager.
Full Time 37.5 Hrs Week; 8:30 am – 5:00 pm, occasional evening and weekend hours may be required.
Essential Duties & Responsibilities
ESSENTIAL DUTIES & RESPONSIBILITIES:
Responsibilities & Duties:
- Performs a variety of tasks to assist attorneys and other legal staff in day-to-day administrative functions of the department; administers assigned special, recurring or regular projects; completes reports as needed.
- Utilizes computerized data entry equipment and various word processing, spreadsheet, file maintenance, and/or database programs to enter, store and/or retrieve information as requested or otherwise necessary; summarizes information for standard reports, selecting data from varied sources.
- Composes, edits or coordinates the preparation of reports or other printed materials; types material from typed or handwritten copy to prepare correspondence, budgets, statistical and narrative reports, manuscripts, schedules, work orders, forms, logs, etc., which requires use of a variety of complicated formats; chooses or develops formats for reports, forms, and other documents; proofreads material prepared by others; assumes responsibility for accuracy of spelling, punctuation, format and grammar.
- Screens and routes materials according to content of communications; routing duties require detailed knowledge of organizational operations and individual staff members’ assignments and status of work; prepares and issues work orders in response to requests or complaints; contact personnel via telephone.
- Establishes and/or revises work procedures and methods.
- Answers questions from employees or the public concerning policies, procedures or deadlines; explains the use of records or information.
- Strong self initiatives to develop, create and manage office systems and processes, including an electronic file management system.
- Files and retrieves materials throughout the organization, as well as other agencies such as State and Federal Courts.
- Assists the Office Manager and Department Director in the maintenance and development of departmental or program budgets, gathers pertinent data, analyzes requests, and processes technical information.
- Prepares payroll records; maintains employee time sheets.
- Makes appointments; arranges travel schedules and reservations; prepares travel vouchers and expense reports for department personnel.
- Performs necessary research and/or administrative work, and compiles data for special projects or reports, as assigned, ensuring completion by specified deadlines and in accordance with established deadlines, goals and objectives.
- Maintains professional membership for legal staff & process membership renewals, including Continuing Education requirements.
- Performs related work assignments as required.
Education & Experience
EDUCATION & EXPERIENCE:
- Associate’s degree in legal administration, business administration or a related field and 3 to 5 years of administrative assistant experience, and/or any equivalent combination of training and experience demonstrating an ability to perform the essential position functions.
- Candidates with experience working in a legal department and/or law firm background are preferred.
KNOWLEDGE, SKILLS, ABILITIES AND WORKING CONDITIONS:
- Strong communication skills, and ability to deal with members of the public.
- Thorough knowledge of the organization and function of the legal office administration..
- Considerable knowledge of City and departmental rules, regulations, policies and procedures, and the ability to interpret them.
- Considerable knowledge of the principles and practices of modern legal office administration, including a knowledge of popular computer driven word processing, spreadsheet, file maintenance programs. Knowledge of, legal research tools (i.e. Westlaw, Lexus, etc) is a plus, but not required.
- Considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary.
- Skill in organizing work flow and coordinating activities.
- Skill in the operation of a typewriter or computer driven data entry equipment.
- Ability to analyze and interpret policy and procedural guidelines and to resolve problems and questions.
- Ability to research program documents and narrative materials, and to compile reports from information gathered including the preparation of legal documentation..
- Ability to make routine administrative decisions independently in accordance
with laws, regulations, and City policies and procedures, and to solve problems and answer questions.
- Ability to establish and maintain effective working relationships as necessitated by work assignments.
- Ability to develop and modify work procedures, methods and processes to improve efficiency.
- Ability to communicate effectively in oral and written form.
- Being a notary, or willingness to become certified as a notary
Final Applicants are subject to Pre-employment Drug Screening and Background Check.
The City of Asheville is an Equal Opportunity Employer that does not discriminate in employment or the provision of services on the basis of race, color, creed, religion, national origin, age, disability, sexual orientation, gender (including pregnancy), gender identity or expression, or familial status.
Employees are Benefited
01
Do you meet the minimum requirements as posted?
- Yes
- No
02
If you answered yes to question 1, please explain.
Required Question