Legal Administrative Analyst Vernon CA 1 of 3
JOB DESCRIPTION
Legal Administrative Analyst
Date Prepared:
Date Revised:
November 2017
May 2023
Class Code: 1495 1492
SUMMARY: Under general supervision, performs a wide variety of experienced journey levelcomplex and sensitive analytical, technical, complex and administrative tasks in support of a fast-paced legal department.functions for the City Attorney’s Office. The Legal Administrative Analyst performs highly skilled and confidential legal analytical and administrative functionssupporting the City Attorney’s Office; work requires the exercise of independent judgment, initiative and discretion based on knowledge of legal administrative policies and procedures and the municipal organization in performing daily activities.
DISTINGUISHING CHARACTERISTICS: Legal Administrative Analyst is the experienced journey level in the Administrative job series; incumbents work under general supervision, and performa single incumbent classification performing a variety of advanced journey level analytical, technical, specialized and, complex dutiesoperational and administrativeresearch tasks in support of the City Attorney’s Office. Incumbents reportIncumbent reports directly to the City Attorney.
ESSENTIAL FUNCTIONS:-- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:
• Oversees and manages intake and initial analysis of all internal requests for legal review or drafting; Apprises the City Attorney of issues, problems, concerns, or sensitive matters impacting the City and assists in the development of strategies to accomplish City goals and objectives. • Reviews documentation submitted to the City Attorney; assists in coordination of agenda process and reviews, makes revisions, and submits approvals of all agenda-related materials submitted for City Council and all other City boards and commissions. • Performs a variety of administrative,complex analytical and operational and analytical duties in support of the City Attorney’s Office, including legal research, initial analysis and application of City municipal code and policy requirements, budget development, program coordination and monitoring, and departmental policy and procedure development, implementation, and enforcement. • Identifies issues, collects data, analyzes alternatives, and makes recommendations as to appropriate action, prepares and presents reports, participates in special projects and assignments. • Responds to and recommends resolution to difficult and sensitive inquiries and complaints. • Provides highly skilled legal, complex technical and confidential administrative support to the City Attorney and legal staff including monitoring and review of outside professional services contracts and billing. • Assists in the review of public records requests and subpoenas and makes initial recommendations regarding applicable exemptions or other disclosure issues. • Assists internal and outside legal counsel with the handling of litigation matters, including but not limited to, meeting with staff to obtain necessary information and/or documents, assisting with coordinating files, records and/or witnesses for hearings, depositions and/or trial. • Coordinates and schedules depositions with City staff and the City Attorney, including assistance with preparation meetings and review of relevant documents.
Assists the City Attorney with a variety of administrativeanalytical tasks using discretion and independent judgment in accordance with general direction.
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Serves as liaison to departments, agencies, and the general public; responds to inquiries from the public and other City employees; provides guidance and explanation of City procedures requiring understanding of policies and regulations, or refers inquiries to the appropriate authority. Coordinates, prepares, reviews and compiles materials for City Council or other board, committee or agency meetings.
• Coordinates informational briefings and assists with staff training on City policies and procedures such as agenda process, municipal code, and good governance compliance. Prepares a wide range of legal documents, including but not limited to, ordinances, resolutions, agreements, and other documents required by court filings and proceedings involving the City. Performs administrative taskslegal research and document review related to the preparation of leases, subpoenas, pleadings, and legal opinions.
• Reviews and reconciles monthly invoices; verifies accuracy of payments; identifies, reports, and reconciles discrepancies.
• Prepares Request for Proposals and manages the approval, publication, and administration of the proposal review process.
• Researches and prepares draft contracts and related inter office memorandum/staff report for City Attorney review and approval as to form.
• Prepares variety of materials, including drafts, letters, memos, reports, manuals, forms, and oversees databases of departmental records.
• Receives and processes incoming mail; responds to some matters within scope of position and refers others to the City Attorney.
• Receives visitors, answers, screens, and directs telephone calls, maintains calendars, and schedules appointments; makes travel and meeting arrangements as directed. • Participates in preparing the departmental budget and assists in monitoring budgetary expenditures, analyzing budget variances, processing, and tracking invoices and managing accounting projects within the department and/or processing the Department’s payroll, purchase orders, contracts, requisitions and reimbursement of travel and incidental expenses.
• Processes and submits approvals of the City Attorney’s Office payroll entries to ensure biweekly payroll activities are accurate and within the scope of City policies. • Establishes, maintains, and revises complex office filing systems, including electronic data storage and retrieval; maintains records of expenditures and departmental case files and other records; assembles materials and documents required by the City Attorney; prepares documents for storage, preservation, or disposal.
• Manages records and compliance with the records retention schedule for the City Attorney’s Office. • Ensures efficient clerical procedures and makes recommendations on improvements. • May supervise and evaluate technical and administrative support staff. • Maintains state, national, and local memberships for the City Attorney’s Office. • Reviews claims against the City and assists with the City’s response. • Performs intake and analysis of liability claims against the City upon receipt from the City Clerk's Office.
Analyzes and obtains a report and relevant documentation regarding the claim from the appropriate department. Drafts and transmits notice of acceptance, rejection, or other disposition of the claim. Tracks and maintains a log of claims to determine applicable limitations periods and whether further City action is needed. Assists the Risk Manager, as needed, with claims investigation, correspondence, and settlement. • Screens incoming correspondence and inquiries and attempts to resolve them by researching files and records; explains rules, policies, and procedures; explains the proper use and completion of forms and documents; refers matters requiring policy interpretation to City Attorney for resolution. • Performs a wide variety of professional secretarial functions and specialized administrative functions including word processing, proofreading, and editing a variety of materials, oversees the preparation, distribution, and noticing of various materials and documents. • Supports the relationship between the City of Vernon and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of workrelated issues and City information; performs other duties as required or assigned.
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MINIMUM QUALIFICATIONS:
Education, Training and Experience Guidelines:
Any combination equivalent to training and experience that provides the requisite knowledge, skills, and abilities. Bachelor’s degree in Business Administration or related field is required; AND five (5) years of professional level administrative support experience in a legal office environment or government agency, supporting senior level-personnel and one (1) of the required five (5) years of experience must include lead or supervisory responsibilities. Municipal/public sector government experience is highly desirable.
Knowledge of:
• City organization, operations, policies, and procedures. • City Code, City Ordinances, and Standard Operating Manual. • Pertinent Federal, State, and local laws, statutes, regulations, codes, and regulations. • Principles and practices of office administration.
• Records management principles.
• Telephone etiquette protocol.
• Customer service standards and protocols.
• State and Federal laws, statutes, regulations, rules and codes regulating City government. • Rules for formatting, preparation, filing and service of legal documents. • Legal terminology and legal citation formats.
• Applicable state and federal legal procedures including court rules, court proceedings and deadlines. • Office practices and procedures including business correspondence, filing, and standard office equipment operation.
• Relevant Computer software
• Human resourcePrinciples and practices of organization and management practices and principles. • Principles and methods of supervision and training.
• Business computers and standard MS Office software applications.
Skill in:
• Accurately interpreting and making recommendations in accordance with municipal code and City-wide policies and procedures.
• Assessing and prioritizing multiple tasks, projects and demands and meeting deadlines. • Exercising sound judgement, initiative, decisiveness, and creativity necessary in situations involving the direction, control, and planning in critical or unexpected situations involving considerable risk or loss to the City.
• Communicating effectively verbally and in writing.
• Dealing tactfully and courteously with elected officials, employees, and the public. • Establishing and maintaining cooperative working relationships with co-workerselected officials, managers, fellow employees, outside legal counsel, and the public.
LICENSE AND CERTIFICATION REQUIREMENTS:
A valid California State Driver’s License may be required.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT:
Work is performed in a standard office environment.