What are the responsibilities and job description for the Legal Records Clerk position at City of Casper, WY?
Class Summary
Assigned to: City Attorney's Office
Incumbent is responsible for providing routine administrative support to the City Attorney’s Office.
REPORTING STRUCTURE:
Receives direction from the Deputy City Attorney or higher-level management staff.
Typical Class Essential Duties
1. Provides administrative support to the City’s legal staff including serving as the primary for customer service, screening calls and visitors, taking and transmitting messages, scheduling meetings, drafting and proofreading various routine documents, and providing background information on cases.
2. Organizes and maintains office records, subject files, legal documents, and library materials; mails, faxes, and arranges delivery of legal correspondence to clients, witnesses, and court officials.
3. Enters information into applicable databases and/or other computerized systems to collect and maintain records in assigned area of responsibility.
4. Prepares files for pretrial conferences, trials, and sentencing from a daily docket; prepares discoveries for defense counsel; assists in research, compiles, and reviews administrative information; locates files; and requests additional/supplemental reports.
5. Receives, processes, sorts, and/or distributes a variety of mail, internal correspondence, materials, invoices, payments, and/or other applicable items.
6. Keeps a docket of court trials, hearings, and interviews for the City Attorney’s Office and notifies attorneys of trial settings.
7. May take or transcribe legal dictation, minutes of meetings, and taped records of conferences, settlement discussions, or interviews.
8. Reviews legal documents to ensure they are in proper format and contain all necessary portions or related documents for court acceptance; files legal documents with proper courts.
9. Represents the City of Casper by responding to the public, citizens, its employees, and others in a prompt, professional, and courteous manner while continuously maintaining a positive customer service demeanor.
10. Performs other duties of a similar nature or level.
Knowledge (position requirements at entry):
Knowledge of:
- Modern computer software programs such as Microsoft Office.
- Customer service principles.
- Basic record keeping and file management principles.
- Proper English, including spelling, punctuation, and grammar.
- Modern office practices and procedures.
Abilities (position requirements at entry):
Ability to:
- Routinely demonstrate the City of Casper core values.
- Organize records in an easily retrievable fashion.
- Learn basic legal terminology.
- Maintain confidentiality.
- Work on a variety of tasks simultaneously.
- Meet deadlines.
- Explain processing and respond to requests and inquiries from the general public.
- Conduct basic research.
- Read, compose, and comprehend simple instructions, short correspondence, and memos.
- Understand and follow oral and/or written policies, procedures, and instructions.
- Follow all City safety rules and procedures and immediately report all accidents/incidents or unsafe conditions to a supervisor.
- Follow written and verbal instructions and direction.
- Maintain a neat and professional appearance.
- Communicate effectively verbally and in writing.
- Establish and maintain effective working relationships with those contacted in the course of work.
Skills (position requirements at entry):
Skill in:
- Maintaining accurate records and files.
- Typing and data entry.
- Providing customer service.
- Operating modern office equipment, software and operating systems/applications.
- Scheduling calendars and coordinating meetings and/or events.
- Proofreading and editing documents.
- Operating in a courteous, knowledgeable, and tactful manner with customers, staff, and the general public.
- Oral and written communication sufficient to exchange or convey effective information and to receive work direction.
Training, Experience & Certifications
EDUCATION AND EXPERIENCE
- High school diploma or equivalent (G.E.D.) required.
- Minimum of six months clerical or administrative support experience preferred.
LICENSING AND CERTIFICATIONS
- Possession of a valid Wyoming Driver’s License preferred.
- Possession of, or ability to obtain, a Notary Public designation is preferred.
Supplemental Information & Physical Requirements
The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.
Women, minorities, and individuals with disabilities are encouraged to apply.
Employment with the City of Casper is contingent upon a successful background screen and pre-employment drug test.
As a condition of employment, the successful candidate must utilize direct deposit for payroll purposes.
Driving records are required for all new employees regardless of the position's driving requirements. If the employee has not held a Wyoming driver's license for the last three years, the employee must provide at their own initiation and expense a driving record from their previous state(s) of residence.
Physical and Environmental Conditions:
City of Casper employees in data creation and modification, security sensitive or safety and protective positions are subject to pre-employment drug testing. Some employees may be subject to random drug testing if their responsibilities include:
Emergency response/rescue- Handling or working with hazardous materials, including chemicals as well as solid and liquid waste
- Operating or maintaining water and wastewater systems
- Maintaining City computer and data systems including networks, servers, communication systems, etc.
- Driving for the City of Casper, whether essential or non-essential
- Operating power-driven machinery or equipment
- Handling confidential information, including personnel, health, financial, or attorney-client information
- Working with or directing minors
Positions in this class typically require: stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, talking, hearing, seeing, and repetitive motions. May include long periods of sitting, standing, or walking.
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
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Working at the City of Casper
The City of Casper offers a variety of benefits to full-time employees. For more information on any of our benefits, please call Human Resources at (307) 235-8344.
Benefit Programs: Look at these amazing benefits!
- CIGNA Health
- Delta Dental
- VSP Vision
- Medical Reimbursement Account, Flexible Spending
- MASA Supplementary Ambulance Care
- Voya Supplementary Hospital, Accident, and Critical Illness Plans
- Short-term and Long-term Disability Options
- Life Insurance
- 457/IRA Retirement Options
- Employees Family Assistance Program (EFAP) Free Counseling Services
- Pet Insurance
- Legal Shield/ID Shield
- Ten Paid Holidays Annually
- Wyoming Retirement System - Retirement Income for life. Employer match exceeds employee contribution.
- Public Employee Pension Plan:
- Employer 9.37% Employee 9.25%
- Law Enforcement Pension Plan
- Employer 10.6% Employee 6.6%
- Paid Fire B Pension Plan
- Employer 16.00% Employee 11.245%
- Public Employee Pension Plan:
Tuition Reimbursement: Reimbursement % is based on grade level received. Includes books and some fees.
Public Service Loan Forgiveness (PSLF): The City of Casper may qualify you to receive student loan forgiveness under the Public Service Loan Forgiveness. Visit https://studentaid.gov/pslf/ to learn more and understand whether you may be eligible.
Cordico - Mobile Wellness Ap: On-demand access to relevant trusted and effective wellness resources.
Employee Assistance Program: Free counseling available to employees and their immediate family members.
Ergonomic Assessments: Review of your workstation and recommendations made by our Risk Management team to ensure a safe and comfortable work environment.
Additional Benefits and Annual Fun Events:
Service Awards Luncheon - To recognize and celebrate years of service, employees who reach a 5-year milestone with the City are invited to an annual luncheon. This event includes catered food, awards, and great door prizes.
Annual Employee Golf Tournament - Swing into Fun: Join us for our annual employee golf tournament. This event is typically in late Summer at our Municipal Golf Course and offers food and door prizes. Open to current employees, retirees, and family members.
Employee Holiday Breakfast – Indulge in a delicious hearty breakfast and enjoy the company of the great employees at the City of Casper. We invite all employees to kick off the holiday season with our Annual Holiday Breakfast.
Chili Skate Night – Lace up your skates! Get ready to glide and slide at our Employee Chili Skate Night at the Casper Ice Arena. Employees and their families are invited to join us for an evening of icy fun and delicious chili.
Wellness Programs – Drawings for cash prizes for participants. Free access to the Casper Recreation Center for qualifying employees.
Leadership and Employee Development – We believe in nurturing talent, empowering individuals, and cultivating a culture of growth and success. Human Resources provides employee training and mentoring opportunities to foster leadership and employee development within our organization.
