- High school diploma or GED equivalent;
- Two (2) years of legal administrative experience in a law office or court;
- Have or obtain a Notary Public commission within sixty (60) days of hire;
- Valid New Mexico Driver’s License, or the ability to obtain within 60 days of employment, with a driving record acceptable to the City of Alamogordo (valid out-of-state license may be considered);
- Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.
- Municipal, litigation, and real estate experience.
- College-level coursework in the legal field.
- Provides administrative assistance to the Legal Department by working closely and cooperatively with the City Attorney or its designee to ensure that the day-to-day activities of the department run smoothly;
- Conducts daily duties in a professional appearance and manner;
- Professionally greets the public in person and on the telephone; directs individuals to appropriate party as necessary or takes accurate messages;
- Initiates, organizes, and maintains the department’s filing systems and records; oversees record retention and destruction in accordance with the City of Alamogordo Retention Policy;
- Performs general administrative duties, including typing legal correspondence and memorandum, processing and filing documents, and organizing filing systems;
- Transcribes and drafts legal correspondence; reviews various types of documents;
- Collects, sorts, date stamps, and disperses department mail as appropriate; processes outgoing mail;
- Works closely with the City Attorney or its designee to prepare agenda reports and add items for commission meetings;
- Processes tort claims and collects information related to the same;
- Prepares and maintains Liens and Release of Liens; updates logs; provides pay-off information upon request;
- Responsible for completing purchase orders for supplies and equipment needed for the department, while adhering to the purchasing guidelines; receives, reviews, and submits invoices to the Finance Department for payment; maintains inventory;
- Directs and participates in the maintenance of a calendar of meetings, events, and various functions for the department;
- Participates in coordinating and processing staff travel arrangements for conferences, seminars, or workshops;
- Assists with Inspection of Public Records Act (IPRA) requests, as assigned;
- Safely operates a City vehicle;
- Contributes to a high-quality work culture through participation in training and mentoring to develop skills, including safety-related training and skills;
- Interacts professionally and provides excellent customer service to all levels of City staff and citizens, to ensure high operational and service standards; and
- Performs duties in accordance with the Employee Manual, Department Policies and Procedures, City of Alamogordo Ordinances, and any applicable State or Federal authority.
OTHER IMPORTANT DUTIES
- Must obtain and maintain required license(s) and/or certification(s);
- Serves as a Notary Public;
- Some travel may be required for training;
- Maintains the confidentiality of information obtained during the performance of duties; and
- Performs such other duties as may be assigned.
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 does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
- Law office and court procedures and practices;
- Effective use of the English language including proper grammar, spelling, punctuation, and legal terminology;
- Effective customer service techniques;
- General office procedures and practices; and
- Records maintenance and filing procedures.
- Demonstrate proficiency in both oral and written communication; understand and follow instructions;
- Perform tasks and other daily activities in a positive and professional manner alongside employees of varied backgrounds and personalities;
- Attend work, as scheduled and on a regular basis, to effectively perform the position’s essential duties and responsibilities;
- Exercise common sense and good judgment in the performance of essential duties;
- Deal tactfully and effectively with City officials, employees, court officials, and the public;
- Handle multiple tasks, prioritize and schedule attorneys;
- Work effectively and have the willingness to take on new tasks;
- Work effectively with and coordinate with all legal staff;
- Concentrate amid frequent distractions and interruptions; and
- Proficiently use computer including word processing software, various internet search engines, copy machine, fax machine, calculator, transcriber, and ability to scan and email documents.
Ability to Learn:
- Principles, theories, methods, materials, and practices of legal research;
- Municipal law and municipal court rules and practices; and
- Federal, state, and local statutes and ordinances, and administrative rules and regulations.
- The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job;
- Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions;
- While performing the duties of this job, the employee is frequently required to sit and talk or hear; Extended time is spent reading from the computer screen;
- The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms, and drive;
- Lift and/or move items weighing up to fifty (50) pounds; the lifting of any object greater than fifty (50) pounds by a single individual is prohibited. Lifting objects, materials, or equipment weighing more than fifty (50) pounds require the buddy system or the use of devices designed to assist with lifting or moving. Proper lifting techniques shall be used when lifting items of any weight;
- Specific vision abilities required by this job include close vision and the ability to adjust focus;
- The noise level in the work environment is moderate with frequent interruptions; and
- The work area is open and available to staff dropping by unannounced.