Urgently Need LEGAL SECRETARY in Monroe, NC

Job title: LEGAL SECRETARY

Company: City of Monroe (NC)

Job description: GENERAL DEFINITION AND CONDITIONS OF WORK



The Legal Secretary, under occasional supervision, performs administrative work assisting the City Attorney, Senior Staff Attorney and other legal counsel staff. Work includes preparation of legal documents, including pleadings under supervision, office management, contract management, office automation, law library maintenance and upkeep, and other administrative responsibilities.



Must be physically able to operate standard office equipment such as computers, printers, copiers, fax machines, scanners, CD Rom, transcribing machine, typewriters, calculators, programmable telephones, postage machines, etc. Must be physically able to operate a motor vehicle. Must be able to exert a negligible amount of force and lift 30 pounds to move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. Work is performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.



ESSENTIAL FUNCTIONS/TYPICAL TASKS



Develops, implements, and maintains contract and document management systems and processes. Creates and maintains file management systems in order to organize all legal-related paperwork coming into and going out of the department, including executed contracts, personnel records, court documents, correspondence, and emails. Handles confidential material/information appropriately. Streamlines office procedures to maintain an efficient law office. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Composes correspondence as necessary to parties such as legal book publishers, office supply distributors, and City departments. Schedules and/or cancels appointments and meetings. Delivers documents personally, mails items by regular and certified mail at the Post Office, and arranges for overnight delivery as appropriate. Notarizes documents. Maintains legal confidence at all times. Assists with managing the department budget and maintains computerized ledgers of expenditures and transfers. Assists with reconciling purchases utilizing computerized procurement card program and prepares monthly reports. Assists with processing departmental invoices, reimbursement requests, and purchase requisition forms. Assistant with preparing documentation related to the annual department operating budget. Acts as receptionist in the Legal Office, opening the office by 8:00 a.m., and closing the office at 5:00 p.m. Screens telephone calls, analyzes content of questions and resolves issues that do not require Legal Counsel Staff attention. Assists staff with contract content by conforming existing contracts for renewal through insertion of amended provisions, proofreading all documents, comparing old and new contracts, and making changes such as strikeouts and additions under staff directions. Assists staff in using operations systems for the department. Seeks information on current computer capabilities and assesses the department needs. Maintains the office law library by updating primary authorities such as statutes, codes, and ordinances. Properly destroys outdated pocket parts, loose leafs, bound supplements, and volumes and accurately replaces with current material. Indexes secondary authorities such as legal texts, treatises, and periodicals. Creates and maintains hard copy and electronic file management systems to organize all paperwork. Purchases and maintains office supplies, books, publications, computer software, and office equipment. Renews staff professional dues, and completes documentation incident to obtaining credits for CLE course. Registers staff for conferences, seminars, and webinars, and assists with related travel arrangements. Monitors and responds to all equipment maintenance and janitorial needs by completing or arranging for appropriate service. Conducts limited research under staff supervision, occasionally locating and obtaining information for staff such as ordinances from other counties, records from other departments, and committee bylaws. Is able to effectively express ideas orally and in writing. Establishes and maintains effective working relationships as needed for work assignments. Reads a variety of reports, correspondence, contracts, deeds, ordinances, resolutions, legal briefs, etc. in the preparation of correspondence, reports, contracts, deeds, legal briefs, ordinances, resolutions, etc.as requested, using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Deals with people beyond giving and receiving instructions and must be adaptable to performing under stress and when confronted with persons acting under stress. Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts with all City departments and divisions, coworkers and the general public. Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibility and accountability. Strives to anticipate work to be done and initiate proper and acceptable direction for completion of work with a minimum of supervision and instruction. Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations within and outside of the department. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons and departments within the City. Is able to tactfully and effectively handle requests, suggestions and complaints from other departments and persons in order to maintain goodwill within the City. Interacts effectively with fellow employees, supervisors, professionals and the general public. Operates small office equipment, including copy machines or multi-line telephone systems.



Operates computers for data entry, word processing and/or accounting purposes. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events and manages time wisely to balance a variety of tasks simultaneously. Records and delivers information, to explain procedures, to follow oral and written instructions and to communicate effectively and efficiently in a variety of technical or professional languages including legal terminology. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from the Court and other partner organizations, and the general public so as to maintain good will toward the City and project a good City image.



Performs other related duties as assigned.



KNOWLEDGE, SKILLS AND ABILITIES



Thorough knowledge of standard office practices, procedures, equipment and secretarial techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of the organization and functions of the department and of general administrative policies and practices; thorough knowledge and capability in Microsoft Office Software utilization; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to type and transcribe dictation at a reasonable rate of speed; ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor; ability to establish and maintain effective working relationships with associates and the general public.



EDUCATION AND EXPERIENCE:



Associate's Degree in Secretarial Science or related field, and three (3) years of administrative experience; or equivalent combination of education and experience.



Must be a Notary Public or eligible to become one.



SPECIAL REQUIREMENTS



Must be able to type at least 70 words per minute.



Requires extreme attention to detail.



Must be proficient in Microsoft Work, Outlook, Access, and Excel and knowledgeable in copy, scanner, and fax software.

Application review process will start on August 30, 2023.



CITY DEMOGRAPHICS/BENEFITS/APPLICATION LINK:



The City of Monroe is a vibrant and progressive hub of retail, government, culture and industry in Union County. Monroe has a population of just under 40,000 residents and serves as the county seat. From the large Historic District complete with stately homes and a newly revitalized downtown, to its industrial core attracting businesses from across the globe, to the ever-growing retail marketplace, Monroe has something to offer to all. ~Where Heartland Meets High Tech.



The City of Monroe has a population of 36,392, and is the county seat of Union County. The historic Victorian Courthouse, built in 1886, sits magnificently atop a central square and draws attention from every direction. To the north lie County and City government buildings, to the south quaint downtown shops, restaurants and businesses. Several fountains and small park areas are part of the downtown landscape. A thriving Highway 74 Corridor is where most major restaurants, hotels, and shopping are found. The City of Monroe is also home to the Charlotte-Monroe Executive Airport.



The City of Monroe operates under a Council-Manager form of government. The City Council sets policies and enacts ordinances, which are carried out under the City Manager's direction. The City Council is comprised of an elected Mayor and six council members. The City has approximately 500 Full-time and 200 Part-Time employees within the following department: Administration, Communications and Tourism, Downtown and Facilities Maintenance, Economic Development, Energy Services, Engineering, Finance, Fire Department, Human Resources, Information Technology, Parks and Recreation, Planning and Development, Police Department, and Water Resources.



The City of Monroe provides full-time employees an excellent fringe benefit package including 401(k), medical and dental insurance, prescription drug card, retirement, life insurance, short-term disability, sick leave, and many other group employee benefits. In addition: six (6) month successful probation with 5% increase in salary, Christmas bonus based on hire date, Performance Pay, Cost of Living Adjustments as approved by City Council, wellness incentives, fifteen (15) paid holidays and tuition reimbursement.



Apply online at and select Employment Opportunities.

Expected salary: $45594 - 70637 per year

Location: Monroe, NC

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