Job Summary: This position provides administrative support to the City Attorney for the City of Rutland. The individual holding this position must be capable of working with minimal direct supervision, be able to determine priorities and meet deadlines. This position requires a person who can maintain confidentiality when dealing with sensitive issues.
The Administrative Assistant must have the ability to learn about City Governance, City Ordinances, policies and procedures and exercise discretion when disseminating information and directing inquiries to agencies or other officials.Essential Duties:
• Prepares technical and legal materials, generates all forms of correspondence (letters, reports, memos, affidavits and meeting minutes).
• Maintains files for the Legal Department.
• Creates and maintains all administrative files.
• Compiles statistical data as required; researches records; compiles and produces reports in appropriate reporting format.
• Processes paperwork involving invoices or purchase requisitions.
• Performs basic accounting and account reconciliation.
• Maintains office accounts, records and statistics revolving around Legal and Administrative functions and services.
• Receives, distributes and prepares material for mailing.
• Prepares City of Rutland Annual Report and coordinates printing and distribution.
• Answers phones and emails, may re-direct calls and messages as appropriate. Other Duties:
• Interacts with public and other department staff; answers questions relating to researching information and relaying explanations of laws, policies and procedures; refers matters requiring policy decisions to appropriate leadership.
• Assists with coordinating time, location and participant arrangements for meetings; maintains calendars for Mayor and City Attorney. Minimum Qualifications:
• Associate’s Degree and three (3) years relevant experience; or a high school diploma (or equivalent) and five (5) years of relevant experience in a professional office environment.
• Experience working as a Legal Assistant/Paralegal preferred.
• Ability to learn laws, ordinances, codes and regulations applicable to overall city operations.
• Demonstrates working knowledge of multiple software office products, including Microsoft Word, Excel, Access, Power Point
• Must be able to work in a team environment, while also being self-directed.
• Must have strong verbal and written communication skills.
• Must be able to interact well with the public.
• Must have a valid driver’s license and clean driving record.
• Must be capable of successfully completing a background check. This job description outlines the primary duties and responsibilities of the role, but is not intended to be an exhaustive list of all duties and tasks. The incumbent may be required to undertake additional responsibilities as needed to support the overall objectives of the City of Rutland Legal Department. |
