Posted: 05/01/2022

DESCRIPTION:

----- First review of applications: Monday, May 23, 2022 -----

Under general supervision, performs daily work assignments for the Office of the City Attorney in accordance with the Employee Manual, Department Policies and Procedures, City of Alamogordo Ordinances, and any applicable State or Federal authority.

RECRUITMENT QUALIFICATIONS:

Required:

  • High school diploma or GED equivalent;
  • Three (3) years of administrative experience performing clerical and/or secretarial duties;
  • 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 which provide the required knowledge, skills, and abilities.

Desired:

  • Experience working in a law office.
ESSENTIAL DUTIES:
  • Provides administrative assistance to the Legal Department by working closely and cooperatively with the City Attorney 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 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 to prepare agenda reports and add items for commission meetings;
  • Processes tort claims and collects information related to the same;
  • Prepares eviction documents for Housing Authority to be filed at Magistrate Court;
  • 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;
  • May assist 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 licenses and/or certifications;
  • Serves as a Notary Public;
  • Some travel may be required for training;
  • Maintains the confidentiality of information obtained during 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

Knowledge of:  

  • Effective use of the English language including proper grammar, spelling, and punctuation;
  • Effective customer service techniques;
  • General office procedures and practices; 
  • Records maintenance and filing procedures; and
  • Proficient use of a computer and other office equipment including word processing, email, and spreadsheet software, various internet search engines, copy and fax machines, calculator, transcriber, and scanner.

Skill/Ability to

  • Demonstrate enhanced communication skills, both orally and in writing;
  • Demonstrate a positive and professional mindset when communicating with others who may be of varied backgrounds and personalities;
  • Work tactfully and effectively with City officials, employees, court officials, law enforcement personnel, attorneys, and the public;
  • Type accurately at a speed that allows work to be completed timely; transcribes recorded materials;
  • Prioritize, schedule, and coordinate several tasks simultaneously under time constraints;
  • Concentrate amid frequent distractions and interruptions;
  • Maintain complete and accurate records;
  • Work effectively and have a willingness to take on new tasks; and
  • Participate amicably and collaboratively with other legal staff to promote a team environment.

Ability to Learn:

  • Legal terminology and research methodology;
  • Law office and court procedures and practices;
  • Filing methods and drafting basic motions for filing with local courts;
  • Tasks related to tort claims, evictions, liens, and other actions;
  • Any and all computer software programs utilized by the City of Alamogordo; and
  • City of Alamogordo policies and procedures.
WORK ENVIRONMENT:
  • 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 the 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;
  • Light physical demands may be required including occasionally lifting and/or moving up to twenty-five (25) pounds;
  • 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.
 

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