Location
Long Beach, CA | United States
Job description
The Long Beach City Attorney's Office is seeking to hire a Legal Office Specialist to work in our Administrative and Financial Services Division. The primary responsibilities of the position involves accepting and processing subpoenas and responding to Public Records Requests (PRAs), along with reviewing invoices for accuracy and processing them for payment.
THE POSITION
The Legal Office Specialist is an at-will position reporting directly to the Legal Administrator, while working with the Administrative Analyst to complete, monitor and track a variety of administrative tasks. The incumbent will need to perform full range of duties professionally, accurately and independently.
- Retrieve incoming subpoenas either in-person or via computer.
- Analyze and identify the correct subpoena wording for specific locations and/or client to ensure the subpoena is sent to the appropriate City department.
- Work across City departments and or divisions to ensure subpoenas and public records requests are resolved.
- Enter information in legal case management system for follow-up and tracking.
- Upload supporting documents for attorney's, clients, or customers.
- Familiar with laws and/or our City processes relating to handling of public records and subpoenas.
- Calculate, prepare, monitor and track outside counsel invoices.
- Verify outside counsel invoices to ensure rates and costs align with respective contract.
- Calculate taxes on appropriate invoices and enter in software accordingly.
- Ensure vendor insurance and W9's are received, current, scanned and filed.
- Assist with sending vendor year-end letters.
- Back-up to reception. Duties will include:
- Answering phones, distributing messages, redirecting calls, and address inquiries from the public and other departments within the City of Long Beach;
- Greeting and directing visitors to the appropriate parties;
- Receiving and distributing incoming/outgoing mail.
- Other duties as assigned or requested.
- High School Diploma, GED or equivalent certification;
- Two years of full-time equivalent, progressively responsible experience in administrative or financial support work in an office setting (preferably legal setting).
SUCCESSFUL CANDIDATES WILL DEMONSTRATE:
- Strong organizational skills, attention to detail, and able to work with speed and accuracy;
- Proficiency in the use of Microsoft Office Programs (Word, Excel, and Outlook);
- Excellent written, verbal, and interpersonal communication skills;
- Sound judgment and decision making in accordance with office policies and procedures;
- Excellent time management and ability to meet deadlines;
- Aptitude for proper task prioritization;
- Ability to work well independently and with a team;
- Ability to interact professionally and tactfully;
- Ability to handle confidential matters.
SPECIAL NOTE This is an "at-will" position. The appointed candidate will serve at the discretion of the City Attorney, and can be released at any time. In such an event, the candidate is not afforded the right to any appeal or grievance procedure under any rule or regulation of the City of Long Beach.
This recruitment closes on
Tuesday, March 19, 2024 . To be considered, applicants must submit a complete application packet which includes an online application, and supplemental questionnaire. The application, cover letter and resume should highlight all areas in which applicants have developed expertise, matching their professional experience as it relates to the position. Incomplete application packets that clearly do not meet the minimum requirements will not be considered. The most qualified applicants will be invited to continue in the selection process.
The City of Long Beach is an Equal Opportunity Employer. We value and encourage diversity in our workforce. The City of Long Beach is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. We are committed to promoting transparency by publishing updated demographic information for employees, including workforce diversity data and pay by race and gender.
This information is available in an alternative format by request at (562) 570-2200. If special accommodation is desired, please contact the Office of the City Attorney two (2) business days prior to the interview(s) at (562) 570-2200.
An Equal Opportunity Employer.
If you have questions about this recruitment, please email
[email protected] . For technical support with governmentjobs.com application, contact (855) 524-5627.
The City of Long Beach will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the City of Long Beach has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting .Excellent attendance, professional appearance and demeanor.
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