This is an entry level secretarial position in a municipal law department requiring the knowledge of common legal terms and strong clerical skills in the preparation of legal documents and coordinating with other municipal departments on compliance with court orders. Incumbents work independently and are responsible for organizing a large work load, setting priorities, and producing accurate work. The work is performed under the general supervision of attorneys and other professional staff. Supervision of others is not a responsibility of this class. Does related work as required.
This is a Competitive Class position. The individual selected to fill this vacancy will be given a provisional appointment and will be required to participate in the next Civil Service Examination for this title.
A qualified applicant may be provisionally appointed and serve in the position until a Civil Service Examination is administered and an appropriate eligible list can be established to make a permanent appointment in accordance with the Civil Service Rule of Three. (See "http://www.cityofrochester.gov/article.aspx?id=8589935786" Provisional Appointment - FAQ's) If you are already a City employee and have permanent, competitive status in your current position and appointment to this title would result in a provisional appointment in another department, you will lose your previous permanent competitive rights.
CITY RESIDENCY WILL BE REQUIRED WITHIN ONE YEAR OF HIRE.
- Produces a variety of confidential and technical material including letters, affidavits, forms, and case updates using Microsoft Word and Microsoft Excel;
- Takes follow-up action on behalf of attorneys for routine, well-defined business;
- Screens telephone calls and visitors and handles routine problems and requests from internal and external sources;
- Maintains a current familiarity with the content of files and of the nature of various cases and strategies being employed in these cases;
- Retrieves and manipulates categories of data stored in excel and the City’s INFOR system to produce reports of various kinds;
- Maintains lists of information, both manually and on the personal computer;
- Calculates taxes, fines, and damages, and develops simple financial reports;
- Composes simple correspondence within well-defined guidelines or under the direction of professional staff, such as requests for information, meeting notices, and confirming letters;
- Compiles and organizes data from public records and other sources in areas such as litigation, code enforcement, and real estate;
- Schedules appointments and meetings and maintains appointment calendar for attorney;
- Arranges for witnesses and city staff to be present at hearings, depositions, and meetings;
- Maintains and organizes files;
- Organizes and checks for accuracy a variety of incoming legal documents, petitions and claims;
- Assists in the design and development of form materials for recurrent issues;
- Attends court proceedings and other meetings to take notes for attorney;
High school diploma or Equivalent PLUS
Three (3) years of clerical experience which involved substantial computer processing, and at least six (6) months of which must have involved word processing legal documents such as contracts, deeds, leases, briefs, legal memoranda, affidavits, motions, and pleadings.