Legal Secretary

CITY OF HENDERSON, KENTUCKY
CLASSIFICATION SPECIFICATION

CLASSIFICATION TITLE: LEGAL SECRETARY

PURPOSE OF CLASSIFICATION

The purpose of this classification is to provide administrative and legal secretarial support to the City Attorney’s office.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Prepares agendas for the Board of Commissioner’s meetings; gathers documentation, information, and materials need for the agenda packages, to include information pertaining to ordinances and resolutions; duplicates and distributes information as appropriate.
• Responsible for preparing responses to Open Records Requests, scanning all responses, and keeping a log of those responses.
• Responsible for preparing and generating payroll for the Legal Department.
• Types, generates, and prepares legal documents, letters, memos, minutes, reports and other documents; proofreads all documentation to ensure typing accuracy, correct grammar, spelling and punctuation; corrects all errors detected; records, copies and forwards documents as required.
• Answers telephones and screens incoming calls; responds to inquiries, complaints, and concerns; takes and relays messages or refers to designated person/department;; returns calls as necessary.
• Receives, reviews and prepares a variety of forms, requests, records, files, reports and other documents associated with daily responsibilities of this position; processes, responds forwards, maintains and/or takes other action as appropriate.
• Maintains the Office’s law library by properly filing updates and supplemental materials.
• Assists departmental staff with research, general information, legislative documents, copying and notarizing documents.
• Works with the Finance Department in collecting delinquent property taxes, utility bills and false alarm fees; prepares letters and notices; researches account information and actions; and communicates verbally with customers as needed.
• Prepares answers and cross claims documents and responds to questions regarding foreclosure complaints.
• Maintains and updates files, logs and listings of court records, notices, minutes, and other documentation; processes documents in accordance with departmental policies and procedures; generates notification letters on upcoming meetings; ensures notifications are forwarded to all involved agencies, departments, and individuals.
• Files documents electronically through Kentucky Courtnet.
• Performs basic legal research work in the County Clerk’s office; researches data pertaining to liens, deeds, and court cases as requested.
• Compiles budget report information for the legal department.
• Prepares travel vouchers.
• Responsible for preparing invoices for the Legal department.
• Provides backup for management of the administrative hold process.
• Maintains regular and predictable in person attendance during regular business hours of the City of Henderson is required.
• Must undergo and successfully complete drug test and alcohol screening prior to employment and undergo and successfully complete future drug test and/or alcohol screening pursuant to the City’s Drug and Alcohol policy.

ADDITIONAL FUNCTIONS

Types letters, distributes mail, and answers telephones.
Performs other related duties as required, necessary, or assigned.

MINIMUM QUALIFICATIONS

High school diploma or GED diploma required, and three years of experience as a legal secretary preferred, computer skills, typing/keyboarding; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess or obtain certificate of a Notary Public.

PERFORMANCE APTITUDES

Data Utilization: Requires the ability to calculate and/or tabulate data. Includes performing subsequent actions in relation to these computational operations.
Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive and/or advisory data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning: Requires the ability to apply rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable and verifiable criteria.

ADA COMPLIANCE

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

This job description does not constitute a contract of employment. Any oral or written statements or promises to the contrary are hereby expressly disavowed and should not be relied upon by any prospective or existing employees. This job description is subject to change by the employer (the City of Henderson) at the discretion of the employer, or as the needs of the employer and/or requirements of the job change. The City of Henderson explicitly reserves the right to modify any of the provisions of this job description at any time and without notice. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties or essential functions does not exclude them from the position if the work is similar, related, or a logical assignment to the position.