Paralegal

THE CITY OF JACKSON IS CURRENTLY ACCEPTING APPLICATIONS FOR THE FOLLOWING FULL-TIME EMPLOYMENT OPPORTUNITY: Paralegal

** EQUAL OPPORTUNITY EMPLOYER **
The City of Jackson is committed to becoming a more diverse, equitable, and inclusive organization. We are dedicated to creating an environment that fully embraces all our differences and shared experiences.

General Summary:
Under the direct supervision of the City Attorney performs a variety of paralegal and administrative assistant duties; drafts legal documents, contracts, ordinances, correspondence, proofreads, and reviews legal materials to ensure conformance to standard legal and office style and accuracy, including accuracy of citations and code references; identifies applicable procedural rules and statutes; performs work related to a variety of legal matters including litigation in Michigan courts and the Michigan Tax Tribunal; serves as contact person in answering inquiries and complaints, performs legal research for memoranda and briefs using Westlaw, and provides information related to the Office of the City Attorney.

Typical Duties:

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

1.Performs high level, confidential administrative support to the Attorney’s Office staff.

2.Serves as the liaison for the City Attorney and works directly with other administrators, officials, employees, outside and opposing counsel, representatives of other governmental units, businesses and the general public. Must use considerable discretion and resourcefulness and comply with professional ethical standards. Independently addresses complaints, inquiries and requests for service.
3. Performs preliminary screening and review of criminal police reports to prepare warrants and identify witnesses and prepare subpoenas; organizes and tracks court case files; confirms witnesses’ appearances for scheduled court proceedings.
4. Performs legal research using internet-based research tools. Accesses the Secretary of State website to obtain defendants’ driving histories, communicates with the State of Michigan Crime Lab to obtain laboratory reports, obtains and copies police officer in-car videos for defense attorneys, and downloads and prints photographic evidence for District Court cases.
5. Fulfills Freedom of Information Act (FOIA) requests by obtaining information from other City departments and preparing an appropriate letter, within the deadline. Researches exemption issues. Redacts personal information from responsive documents, including police reports. Redacts police in-car, dash cam, and body-worn camera videos using specialized software. Communicates with FOIA requesters and keeps track of FOIA response deadlines.
6. Drafts a wide variety of legal documents, including deeds, contract agreements, pleadings, motions, ordinances, resolutions, and answers to interrogatories, which are submitted to the City Attorney for review.
7. Acts as a liaison between the City and its insurance carrier. Submits internal as well as external personal property damage claims to the City’s insurance carrier for processing. Gathers reports, photographs, invoices, and any other relevant information required to assist in the resolution of the claim. Gathers information from all departments annually to provide an accounting to the City’s insurance carrier of all City-owned property, vehicles, and big-ticket items.
8. Assists in the preparation of the department's annual budget. Generates reports to assist the City Attorney in developing budget requests, researches cost estimates, and performs related assignments as directed.
9. Prepares journal entries, petty cash reimbursements, travel-related expense reports, and accounts payable requests, which are submitted to the City Finance Department.
10. Tracks the bankruptcy cases of individuals and businesses that are indebted to the City. Gathers invoices from City departments and files Proofs of Claims with the appropriate bankruptcy court. Keeps track of any payments received.
11. Maintains office inventories and purchases office equipment, supplies and services according to established procedures. Prepares and processes routine personnel and payroll forms and reports.
12. Receives and screen telephone calls and visitors. Explains departmental procedures and operations and addresses complaints, inquiries and requests for service independently. Follows up on complaints, correspondence and transactions to ensure deadlines, schedules and expiration dates are observed.
13. Reviews and prioritizes mail, drafts replies to routine correspondence and refers in-depth matters to appropriate staff members.
14. Schedules appointments for the City Attorney. Maintains and cross-references calendars for department staff to ensure efficient use of time and eliminate conflicts.
15. Creates and maintains various databases and comprehensive record keeping and filing systems, including the maintenance of confidential materials and information. Prepares and manages specialized files and reports, as directed. Coordinates the collection of information and/or evidence necessary to respond to litigation issues, subpoenas and Freedom of Information Act requests.
16. Works with Administrative Hearings Bureau in collection of monies outstanding by reviewing, preparing, and issuing small claims complaints.
17. Creates and maintains status and records of cases opened, appealed, dismissed, closed, denied, or otherwise received and processed in the office.
18. Opens files for the office for criminal, civil, and juvenile cases, including reviewing and printing law enforcement reports and documents where applicable; entering the information in the computer system; identifying requested or appropriate charges; submitting cases to the attorney(s) for review; maintaining the files; filing pleadings and other documents related to the file; preparing, reviewing and sending discovery; gathering information needed for cases from other agencies.
19. Closes cases by entering information in computer database, including any judgment information, and organizing the file for closure. Assists attorneys in preparing for hearings and trials.
20. Transcribes, prepares records, and general information from rough draft into legal form; maintains court and office calendars, and maintains legal files.
21. Prepares pleadings, correspondence, memoranda from rough draft into legal form. Proofreads and checks materials for accuracy, completeness, and compliance with departmental procedures, policies and regulations.
22. Creates and edits legal documents and composes general correspondence and memoranda including: opinions, ordinances, resolutions, contracts/agreements, motions, complaints, warrants, Information, judgments of conviction, orders, notices, affidavits, subpoenas, and other legal documents and correspondence.
23. Researches and assembles information from a variety of sources for the completion of documents for court hearings/trials.
24. Provides information to the public or to city staff that requires the use of judgment and the application of policies, rules or procedures.
25. Performs related work as required.

Physical Demands:
The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to communicate in person and by telephone, read regular and small print, sit, use limited mobility in an office setting, use manual dexterity to type and enter data, and use sight to read and prepare documents and reports. The typical work environment of this job is a business office setting where the noise level is moderate.

Eligibility Requirements:
The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.
• Must have an Associate’s Degree or a certificate of completion in an approved paralegal program, plus at least five (5) years of law related work experience under the supervision of a qualified attorney, with progressively increased responsibilities; or an equivalent combination of job-related education and experience. Prior work experience must include legal secretarial work sufficient to gain considerable knowledge of law office administration, fundamental legal subjects, legal terminology, and the rules and code of ethics regulating the legal profession. Experience performing legal research and analysis is desirable.
• Must have strong written and oral communications skills. Must be able to read, write, speak and understand the English language.
• Must be skilled in the use of general office equipment, including computers and related software, with specialized skill in word processing, database management, document formatting and presentation, gathering information using internet resources. Ability to use legal research software is desirable.
• Must be able to work independently, assume responsibility without direct supervision and exercise discretion related to the handling of confidential information. Must be able to interact professionally, constructively, and diplomatically with administrators, other employees, elected officials, representatives of the business community and other governmental units and the general public. Must be able to manage time effectively and handle multiple assignments while experiencing interruptions.
• Must be able to learn, understand and apply municipal organization procedures and ordinances. Must be able to type with speed and accuracy (50 wpm), from taped dictation, handwritten notes and oral instructions.

It is the policy of the city to promote and encourage the recruitment, hiring, training and advancement of all persons and not to discriminate against any employee or applicant for employment because of religion, race, color, national origin, ancestry, age, sex, sexual orientation, gender identity or expression, familial status, marital status, source or level of income, height, weight, religious or political opinion, union affiliation, and physical or mental handicap unrelated to the individual's ability to perform the duties of a particular job or position

Grade 5/Salary $63,850 - $86,209

Benefit Package, including:
• Paid vacation, sick leave, personal days and holidays
• Medical, dental, vision, and life insurance
• Pension program
• Deferred compensation plan (457)
• Healthcare savings plan.

Date Posted: March 3, 2025
Application Deadline: March 28, 2025

To Apply:
• Visit the City of Jackson website at www.cityofjackson.org and view the Personnel and Labor Relations Department page.
• Click on the job title you wish to apply for under job opportunities and submit your information to include a resume. You will receive an email once you apply including the next steps.

Salary : $63,850 - $86,209