CITY OF MANTECA
EXECUTIVE LEGAL ASSISTANT/PARALEGAL
Department: City Attorney Bargaining Group: Confidential Employees’ Unit Effective Date: July 2024 FLSA Status: Exempt Revision History:
BASIC FUNCTION:
Under general direction of the City Attorney (or Assistant City Attorney), the Executive Legal Assistant (“ELA”) / Paralegal performs a wide range of administrative, operational, and legal support work to contribute to the effective day-to-day functioning of the City Attorney’s office by providing administrative support, performing a variety of responsible clerical/paralegal work, and do related work as required. This includes preparing/reviewing legal documents, including all court filings and litigation-related correspondence; assists attorneys in litigation of civil and criminal cases; reviews and prepares citations for attorney approval; and performs a wide range of legal administrative duties as assigned.
REPRESENTATIVE DUTIES:
ESSENTIAL DUTIES:
Legal/Litigation Support Functions:
Prepares legal documents and pleadings relating to civil and criminal litigation including, but not limited to, draft discovery, memoranda, correspondence, briefs, notices, orders and other court documents and pleadings for, and in accordance with state and federal courts as well as local rules, subpoenas, draft responses to form interrogatories, special interrogatories, requests for admissions, production of documents, litigation hold memorandums, resolutions, ordinances, agreements, leases, contracts, and legal opinions. Maintain computer filing systems for claims, litigation and other City Attorney files.
Many of the materials the ELA oversees/files/stores/reviews are of a confidential/privileged nature consisting of letters, reports, memoranda, resolutions, and legal opinions, which require the utmost level of discretion, professionialism, and decorum.
Provides litigation support through activities such as file maintenance, litigation calendars, deposition summaries, and other documents, including filing documents with the proper court Serves as a liaison between the City Attorney’s Office and other City Departments on confidential matters; communicates with outside legal counsel, Courts, other jurisdictions, and internal City departments for effective case management.
Assists outside legal counsel, Risk Management Authority, and City Departments with fact and document gathering in case preparation, trial preparation and/or administrative hearings; provides information on claims and litigation to the Risk Management Department, department staff, third-party administrators, and outside attorneys.
Organizes documents and files in preparation for hearings and trials; provides assistance with locating references in the law library; maintains law library. May be asked to assist with budget and office finances.
Establishes and maintains accurate, up-to-date files.
Responds to both internal and external inquiries and complaints.
Prepares and submits reports, such as required state and federal reports.
Prepares administrative and case status reports for City Council and City Manager.
Provides information related to the work of the office to the public, law firms, courts, and various city, county, state, and other public and private agencies and entities.
Compiles statistical data and spreadsheet reports.
Monitors monthly expenditures and maintains specific financial records; assists in the development and monitoring of office budget.
Oversees department contracts for outside litigation, consultants, legal vendors, as well as review and payment of all invoices.
Assists with the preparation of the Department budget, monitor budget, analyze expenditures, and provide recommendations to the City Attorney.
Analyzes City and/or department policies; develops revisions and recommend implementation strategies and procedures.
Identifies and recommend new technologies, methods, and systems to support department operations.
Informs attorneys of pertinent activities; schedules and arranges meetings for attorneys, calendars, organizes, monitors and retrieves all court dates, legal deadlines, meetings and other important dates.
Arranges, contacts and coordinates investigators and experts; requests subpoenas of records and/or witnesses and reviews documents; and maintains telephone contact with courts, witnesses and outside counsel.
OTHER DUTIES:
Will require occasional off-day (Friday) coverage, as courts are open most Fridays, as well as weekend, or evening work.
May need to attend special City events including weekends, evenings and holidays, as required.
Attend night meetings and work extended hours, as needed or required.
May need to cover or fill-in for other City departments as needed, including the City Manager’s Office.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Principles of municipal government structure, procedures, and operations, and intergovernmental relations; Basic legal concepts, principles, terminology and procedures, legal research techniques, legal documents, court rules, forms and procedures required in a law office; Processes, procedures, and the format for legal documents; pertinent local, state, and federal laws, ordinances, rules, and regulations including the Ralph M. Brown Act; Principles and practices of records management systems; Basic accounting and budgeting principles, practices, and procedures; Structure of civil and criminal court system;
Modern office practices and procedures;
personal computer operating systems and software applications, and legal research programs; Demonstrated proficiency in proper English usage, spelling, grammar and punctuation; Operation and applications of modern office equipment;
Interpersonal skills using tact, patience, and courtesy;and Oral and written communication skills.
ABILITY TO:
Work under the pressure of deadlines;
Maintain confidentiality;
Perform technical administrative support work involving independent judgment and interpretation of policies and procedures; Speak and/or communicate in Spanish or another language is desired but not required; Effectively prioritize work assignments and multi-task to ensure assignments are completed in a timely manner; Transcribe from electronic dictating equipment;
Accurately proofread documents and correct errors;
Understand and follow oral and written instructions;
Utilize personal computers and computer software to perform word processing, spreadsheet, and specialized functions; Establish and maintain effective working relationships with those contacted in the course of work; Develop solutions, within established guidelines, using initiative, tact, and good judgment.
Remain flexible and adapt to changing conditions;
Read, comprehend, and interpret City and departmental policies, procedures, laws, ordinances, and regulations; Maintain records and prepare reports.
Meet schedules and time lines;
Work independently with little direction; and
Conduct some basic paralegal skills as to briefing, filing, and citation/document review.
EDUCATION AND EXPERIENCE:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to graduation from the twelfth (12th) grade and three (3) years of experience in providing legal secretarial and office administrative support under the direct supervision of City Attorney. Experience in local government agency, paralegal skill/knowledge, and an Associate’s or Bachelor’s Degree is desirable (or higher level certificate).
LICENSE/CERTIFICATION:
Possession of a valid California Driver License and have a satisfactory driving record.
Certificate from a paralegal program approved by the American Bar Association desired.
WORKING CONDITIONS:
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands:
Hearing and speaking to exchange information and make presentations.
Seeing to read a variety of materials.
Dexterity of hands and fingers to operate a computer keyboard.
Sitting or standing for extended periods of time
Bending at the waist, kneeling or crouching to file materials Frequently lifting up to 10 pounds
Mental Demands:
While performing the duties of this class, the employee is regularly required to use verbal and written communication skills; exercise sound judgment in the absence of specific guidelines; establish priorities and work on multiple assignments and projects concurrently, and meet intense and changing guidelines given continual interruptions.
Environment:
Work is performed in a standard office environment with some travel to different sites; driving a vehicle to conduct work.
Constant interruptions
Occasional exposure to noise
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