The responsibilities of the City Attorney’s Office consist of representing and advising the City Council and all City officers in all matters of law pertaining to their offices, representing and appearing on behalf of the City in all legal actions or proceedings, providing the City Council with information and advice regarding ongoing litigation and legislation affecting the City, and staffing City Council meetings and City boards and commission meetings as necessary. The City Attorney’s Office provides legal advice and support on matters initiated by the City Council, City Manager’s Office, and City departments, including review and negotiation of contracts, leases, licenses, policies, and Public Records Act requests responses.
The Legal Executive Assistant position is in the City Attorney’s Office and provides support to the City’s six attorneys. This is a critical administrative support role in the City Attorney’s Office that is responsible for assisting with a wide variety of legal documents, processes and procedures. The ideal candidate should posses a high level of confidentiality, communication skills, tact and discretion, and be able to manage and track multiple projects for multiple attorneys simultaneously.
The Legal Executive Assistant is distinguished from other classes in the administrative support series in that the incumbent provides responsible, confidential, administrative support services for the City Attorney. The job involves working with individuals, activities and issues with which the City Attorney’s Office is involved and requires daily contact with a cross-section of government, community, and public and private officials, as well as individual members of the community. The incumbent must be able to handle non-partisan confidential matters with a high level of judgment.
As a member of the City’s Unclassified Service, this is an “at-will” position and the incumbent serves at the discretion of the City Manager. An incumbent in this classification: demonstrates strong ethical, professional, and service-oriented leadership and interpersonal skills; sets a good example; and correctly applies the tenets of the City’s Code of Ethics and values.
Typical Duties: Duties may include, but are not limited to, the following:
Under general direction:
- Receive and reply to mail, office visitors, telephone calls, and refer citizen complaints to the appropriate department;
- Perform varied, responsible and confidential administrative duties;
- Maintain staff calendar and appointment schedule, and coordinate attendance at numerous board, committee, and commission meetings and update public calendar information;
Prepare original correspondence, reports, or other documents as needed;
- Coordinate special and ongoing projects;
- Handle daily contact with high-level government officials and residents;
- Handle confidential information regarding controversial issues;
- Handle staff training/conference registration, travel arrangements, and reimbursements;
- Manage staff time keeping and payroll reports;
- Prepare and/or transcribe finished copy from notes, typed copy, rough draft, oral instructions self-composed letters and memos, and transcripts of minutes and reports;
- Assemble, review, and analyze materials to determine that all relevant data, files, signatures, and other required details are included;
- Screen incoming correspondence, follow up to ensure deadlines are met;
- Contact other agencies for information required for special reports or correspondence, handle confidential information regarding controversial matters;
- Establish and maintain office files and procedures;
- Prepare annual operating budget and monitor use of funds;
- Order office supplies and capital outlay items;
- Interface with the municipal, superior, and Federal courts;
- Draft letters, memoranda, reports, pleadings, resolutions, and ordinances;
- Maintain the filing system and the law library, including organizing, ordering, cataloging and filing books, updates, supplements newsletters, bulletins, and seminar materials;
- Coordinate contracts and invoices from outside counsel; and
- Perform other related duties as assigned.
Click here to view the class specification.
Minimum Qualifications: EDUCATION AND EXPERIENCE
- Associate of Arts degree from an accredited college or university in office administration, business management or related field; AND
- Six (6) years of progressively responsible and varied administrative support and/or legal experience, including knowledge of legal terminology, forms, procedures, technology, and supervisory responsibilities
- Experience in law office procedures, including court calendaring and e-Filing, file system organization, library maintenance and familiarity.
- Public sector experience is preferred.
CONFLICT OF INTEREST
Incumbents in this position are required to file a Conflict of Interest statement upon assuming
office, annually, and upon leaving office, in accordance with City Manager’s Directive 100.
Meeting the minimum qualifications does not guarantee admittance into the oral board examination process. Only the most qualified candidates who demonstrate the best combination of qualifications in relation to the requirements and duties of the position will be invited to test.
Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of Santa Clara will not sponsor, represent, or sign documents related to visa applications/transfers for H1B or any other type of visa which requires an employer application.
Knowledge, Skills, and Abilities: Knowledge of:
- Basic organization and function of municipal government, including the role of an elected City Council and appointed boards and commissions; functions and role of City Manager, City Attorney, and City operations;
- Individual activities and issues with which the office is involved;
- Budgetary and financial record keeping methods;
- Office methods, procedures and machines, including filing systems, reception and telephone techniques and letter and report writing;
- Office safety practices, procedures and standards;
- Microsoft Office products, including but not limited to Word, Excel, PowerPoint, Teams, SharePoint, OneDrive, and Outlook, in addition to additional computer programs and applications such as Legistar, Laserfiche, and AdvoLogix;
- Adobe Acrobat tools such as Scan/OCR, redaction, bates numbering, and digital signature application;
- Correct English usage, spelling, punctuation, grammar and vocabulary;
- Current legal and general office methods and technology;
- Fundamentals of the organization and maintenance of a law library; and
- Legal terminology, deadlines, state and federal court rules and processes, pleadings, briefs, ordinances, resolutions, documents and publications.
- Perform difficult para-professional work independently;
- Use tact and discretion in handling routine, complex, and confidential matters related to the City of Santa Clara’s business;
- Effectively manage calendars and appointment schedules;
- Establish and maintain effective working relationships with those contacted in the course of work, including the general public;
- Prepare correspondence without review, employ good judgment and make sound decisions in light of established policies and procedures;
- Transcribe material with accuracy;
- Communicate effectively and clearly, both verbally and in writing;
- Supervise the work of administrative support staff;
- Manage multiple priorities, organize workload, organize files, meet strict deadlines and work with many interruptions; and
- Walk or stand for extended periods of time and bend, stoop, crawl, climb, and lift as necessary to perform assigned duties.
You must answer all job-specific questions in order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration.Applications must be filled out completely (i.e. do not write “see resume or personnel file.”)To receive consideration for the screening process, candidates must submit a 1) Cover Letter and, 2) Resume. Incomplete applications will not be accepted. Application packets may be submitted online through the “Apply Now” feature on the job announcement at www.santaclaraca.gov. Applications must be submitted by the filing deadline of September 30, 2021 at 4:00 PM.
The City of Santa Clara is an equal opportunity employer. Applicants for all job openings will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status or any other consideration made unlawful under any federal, state or local laws. The City of Santa Clara is committed to offering reasonable accommodations to job applicants with disabilities. If you need assistance or an accommodation due to a disability, please contact us at (408) 615-2080 or [email protected]