Legal Executive Administrative Assistant

Introduction

Support the legal work that keeps City government moving. Join a dynamic legal team where your organizational skills, attention to detail, and professionalism make a direct impact on the work of the City''s attorneys. From preparing legal documents and coordinating case materials to serving as the first point of contact for the office, you''ll play a vital role in supporting legal services that affect every City department and the residents of New Haven. If you''re dependable, discreet, and enjoy balancing multiple priorities, this is an opportunity to build a rewarding career in municipal government.

PRIMARY FUNCTIONS

This is responsible confidential legal administrative support work involving the performance of complex clerical, legal, and office management duties for attorneys and/or department staff. Work includes preparing, proofreading, and processing legal documents and correspondence; maintaining legal files and records; coordinating schedules and appointments; and providing administrative support related to legal proceedings, contracts, and other official matters.

Work is performed under the general supervision of the department head, with latitude for independent judgment, and is reviewed through conferences, reports, and evaluation of results. Work requires the exercise of professional judgment, maintenance of client confidences, and performance of work assignments accurately and within established timeframes.

TYPICAL DUTIES AND RESPONSIBILITIES

• Prepares, formats, proofreads, edits, and processes a variety of legal documents and correspondence.
• Serves as the primary receptionist and first point of contact for the department; greets visitors, responds to inquiries, provides general information, and directs members of the public, attorneys, vendors, and City employees to appropriate personnel or resources.
• Receives, screens, prioritizes, and routes incoming calls, takes and relays messages, responds to routine inquiries, and ensures calls are directed to appropriate staff in a timely and professional manner.
• Coordinates, maintains, and organizes legal and administrative electronic and paper files, briefs, records, case materials, legal opinions, exhibits and and related documentation in accordance with departmental procedures.
• Answers correspondence and composes routine letters of a technical and legal nature.
• . Schedules meetings and maintains attorney calendars.
• May assist with research, data collection, data entry, preparation of reports, and compilation of information for attorneys, administrators, or departmental staff.
• Performs related work as required.

EDUCATION, QUALIFICATIONS & EXPERIENCE

Graduation from a four-year college or university with major course work in Business, Public Administration, Legal Studies, or a related field; One to two years experience in legal administrative assistant or related work, In lieu of a college degree, an additional four years of experience in clerical, administrative, or a directly related field may be substituted.

KNOWLEDGE, EXPERIENCE, SKILLS & ABILITIES

• Considerable knowledge of legal terminology, forms, and documents.
• Knowledge of legal methods and procedures, including the local court structure (State and Federal) and related legal offices.
• Knowledge of the practices of a law office and internal office procedures.
• Knowledge of office management practices, administrative procedures, and records management systems.
• Knowledge of formatting and content of legal forms and documents.
• Knowledge of the documents used in the preparation of briefs and pleadings.
• Proficiency in the use of modern office technology and software applications including Microsoft Office Suite, document management systems, electronic filing systems, and related software.
• Ability to prepare and assemble briefs, records, and exhibits with minimum guidance.
• Ability to reply independently to routine correspondence, pleadings, and contracts.
• Ability to maintain. confidential and sensitive information with discretion and professionalism.
• Ability to organize, prioritize, coordinate, and manage multiple assignments and deadlines simultaneously with minimal supervision.
• Ability to establish and maintain effective working relationships with attorneys, other employees of the City and the public.
• Ability to take direction.
• Ability to exercise sound judgement, initiative, courtesy and tact in all contacts with callers and other city departments.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

Physical Requirements

Amount of Time

Working Environment

Amount of Time

None

Under 1/3

1/3 to 2/3

Over 2/3

None

Under 1/3

1/3 to 2/3

Over 2/3

Stand

X

Wet or humid conditions (non-weather)

X

Walk

X

Work near moving mechanical parts

X

Sit

X

Work in high, precarious places

X

Use hands to finger, handle, or feel

X

Fumes or airborne particles

X

Reach with hands and arms

X

Toxic or caustic chemicals

X

Climb or balance

X

Outdoor weather conditions

X

Stoop, kneel, crouch, or crawl

X

Extreme cold (non-weather)

X

Talk or hear

X

Risk of electrical shock

X

Taste or smell

X

Work with explosives

X

Risk of radiation

X

Lifting or force to be exerted?

Vibration

X

How much and how often?

Amount of Time

Utilizes computer workstation & office equipment

X

Customer / employee interaction (face-to-face)

X

None

Under 1/3

1/3 to 2/3

Over 2/3

Up to 10 pounds

X

Up to 25 pounds

X

Up to 50 pounds

X

Up to 75 pounds

X

Up to 100 pounds

X

More than 100 pounds

X

SALARY, BARGAINING UNIT & TERMS OF EMPLOYMENT

This is a "General Fund," tested position.

This position is included in a collective bargaining agreement with Local 3144, American Federation of State, County and Municipal Employees.

Bargaining agreements available to review HERE.

General Funded hires into this class shall not be covered by Social Security but rather the City pension, contributing 10% of salary.

The City of New Haven does not sponsor employment visas. All applicants must have current authorization to work in the U.S. without employer-sponsored visa support.

Employment is contingent upon the successful completion of: (1) a pre-employment background check, (2) a pre-employment physical examination, including pre-employment drug screening accordance with the City's Drug Free Workplace Policy*, and (3) a 90-day probationary period. Instructions and information on this pre-employment process are included in Conditional Offer of Employment.

Pursuant to the Federal Drug Free Workplace Act of 1988, The City of New Haven has a adopted a Drug Free Workplace Policy. The City of New Haven requires a pre-employment drug test, which includes screening for marijuana.

Selection Plan

Applications will be reviewed by the Department of Human Resources. Applicants must demonstrate within their submission that they meet the minimum requirements as listed within the job description; failure to do so may result in disqualification. Applicants meeting minimum requirements may be invited to participate in a Civil Service exam process at a later date.

It is critical that you complete the application thoroughly, as the information you provide will be used to ascertain if you are eligible to move forward in the selection process. Your application and resume should indicate that you meet the minimum requirements as listed. This information may be used to determine the eligibility list. As such, this job announcement should be considered the exam announcement, and submissions may be evaluated prior to the posted closing date.

Information regarding the employment and selection process can be found HERE.

Please note that the only method of communication with applicants for this position will be by email. You must provide a valid, working email address and you will need to monitor your email, including spam/junk folders, for correspondence from the New Haven Human Resources Department.

We reserve the right to extend an application deadline or close a job posting early to ensure we can attract and identify the best candidate(s) for a position.

Conclusion

To apply for this opportunity:

• Complete your User Registration. You are encouraged to save your Applicant Profile for future use.

• You MUST click on the job posting you are interested in, and click Apply or Apply Online from within that posting.

• MAKE SURE the job you are applying for is named at the top of the page as you review your application!

• Review or modify your application for that position

• Click "Ready to Send App" or the "Send" tab; read page and click the attestation

• Click "Send to City of New Haven"

• You will be redirected to "CONFIRMATION OF EMPLOYMENT APPLICATION SUBMISSION"

• You will also receive an email and text, if a number was provided, confirming your submission

• If you do not receive this confirmation in the next 24 hours, your application has not been submitted - please contact us at NHJobs@newhavenct.gov

Please Note, your Profile is NOT an application for an open position. After you create your Applicant Profile, you must still click on a Job Title and complete the application as instructed for each position.