Legal Executive Assistant
: Job Details :

Salary: $63,825.00 - $105,311.00 Annually Location : MD 20850, MD Job Type: Full-Time Job Number: 202400151 Department: Department of the City Attorney Division: Office of the City Attorney Opening Date: 10/24/2024 Job Summary This position is responsible for managing the day-to-day operations of the Office of the City Attorney and requires performing difficult skilled clerical and administrative work in support of the office and the attorneys. The work requires specialized knowledge of legal documents, processes, and legal office software. In accordance with prescribed guidelines, the employee utilizes appropriate format and filing procedures to process complaints, answers, motions, discovery, orders, briefs, memoranda, letters, and other legal documents. The Legal Executive Assistant is a direct report to the City Attorney and receives directed, general supervisory oversight from the City Attorney. This position works independently in performing highly confidential advanced administrative and technical duties. Contacts are with elected and appointed officials, the City Manager, the City Clerk/Director of Council Operations, Senior Staff, employees at all levels, court personnel, lawyers and other representatives of law firms, vendors, and the general public for the purposes of conducting administrative office functions, coordinating legal work and services, scheduling meetings; and receiving and exchanging information. Interactions are under circumstances where tact and discretion are important. The Office of the City Attorney handles highly confidential and sensitive work matters. All staff in the City Attorney's office must possess good judgment and the ability to handle highly confidential and sensitive information. Work results impact the efficient operation of the Office of the City Attorney. Essential Job Functions

• Serves as Legal Files Administrator, as expert end-user for the office, and as liaison with the vendor and Information Technology. Legal Files is the case management software for the City Attorney's office. Creates Legal File matters and assigns them to attorneys in accordance with office procedures.
• Prepares a variety of general correspondence on behalf of the City Attorney, including emails, letters, and memos.
• Creates and maintains tracking systems for the City Attorney.
• Prepares Lien Releases, Notices, letters to waive recording fee and reviews wage garnishments.
• Prepares and tracks municipal infractions for court. Examines citation/case files received from Police/Code Enforcement or Inspection Services.
• Maintains attorneys' calendars, to include scheduling appointments, establishing priorities of appointments, rescheduling as necessary, and coordinating the scheduling of meetings, hearings, and conferences.
• Serves as liaison between attorneys and City staff; outside attorneys; court personnel; and witnesses.
• Represents the Office of the City Attorney on committees, workgroups, etc. and arranges for or fulfills requests for information and comments.
• Screens incoming correspondence for subject matter content and routing, and enters information into appropriate tracking system.
• Receives and screens telephone calls pertaining to a variety of legal inquiries, many involving research and/or referral.
• Processes administrative transactions including invoices, purchase orders, and other such actions; utilizing appropriate databases to access data regarding transactions and enters, edits and updates such databases.
• Manages and processes all travel accommodations for the office including handling conference registrations, travel arrangements and travel reimbursements.
• Maintains office operating records and prepares reports on such records; receives and processes information on office operations from various sources; maintains and compiles data for budget input and other reports.
• Works closely with IT Department in coordinating all hardware and software updates/upgrades for the Office of the City Attorney.
• Assists with technical support for all Office of the City Attorney staff on use of various software programs.
• Maintains all office equipment in good working order. Maintains office filing systems, to include sorting and filing correspondence, cases and other materials by alphabetical or numerical order.
• Assists in the preparation of the budget and creates various budget summary reports as needed for tracking purposes.
• Handles all routine and non-routine procurement and accounts payable activities for the Office of the City Attorney including, but not limited to, purchasing of supplies, processing of invoices, monitoring expenditures, and performing budget transfers as necessary.
• Manages legal library and online legal resources.
• Manages all membership dues and professional affiliations for the office. Updates State, County, and City Code books, other law books and manuals, administrative procedures, etc.
• Performs other duties as assigned.

Qualifications Associate's degree; and five (5) years of progressively responsible office management experience preferably in a legal office setting; or any equivalent combination of education and experience. Knowledge, Skills, and Abilities

• Knowledge of legal terms, business English and simple accounting procedures.
• Knowledge of legal procedures and practices common to a modern legal office.
• Knowledge of legal forms and documents.
• Knowledge of grammar, spelling, and punctuation.
• Skill in use of Office 365 and peripheral equipment.
• Skill in multi-tasking and attention to detail.
• Skill in written and oral communication
• Skill in using judgment, discretion, and maintaining confidentiality at all times
• Ability coordinate, collaborate, and be a team player.
• Ability to follow directions, organize and prioritize assignments and work independently in the absence of specific instructions.
• Ability to work effectively and professionally with others in the legal profession, both within and outside City government, as well as other employees and the general public.
• Ability to establish and implement office and clerical procedures.
• Ability to exercise good judgment, courtesy and tact in receiving office callers and in making proper disposition of problems.
• Ability to compile, organize and assemble data required for reports and other projects.

Physical Demands

• The work is sedentary work, which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
• Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Hearing 1: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
• Reaching: Extending hand(s) and arm(s) in any direction.
• Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Talking 1: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Visual Acuity 1: Have close visual acuity to perform an activity such as:
• Preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.

Work Environment This job is performed in a dynamic environment that requires one to be sensitive to change and responsive to changing goals, priorities, and needs. Summary of Employee Benefits The following is a brief summary of the major benefits provided to new full-time, regular employees. Part-time, regular employees working more than 20 hours per week may be entitled to these benefits on a pro-rated basis in accordance with Rockville City Laws and personnel policies and procedures. Benefits are not available to temporary employees. Details about benefits and costs for full-time and part-time employees are available by calling the Human Resources Department at 240-###-####. Group Insurance PlansHealth Insurance Participation is available in one of a number of types of health plans. The City contributes toward each plan. Participation is optional. Detailed information about each plan and the associated cost is available through the Human Resources Department. Employees may participate in one of the following plans: Aetna HMO $30/$40, Aetna HMO $30/40 Deductible, Aetna HMO Health Reimbursement Account, Aetna Point of Service, Kaiser Permanente HMO, or Kaiser Permanente Point of Service. Start date of coverage is the date of hire or the first of the following month. .Aetna Rockville Group: 118583-011 Member Services: (800) ###-#### or (888) ###-#### (Rx Services) Web Site: Kaiser Permanente Rockville Group: 4205-4 (HMO) Member Services: (301) ###-#### or (800) ###-#### TTY: (301) ###-#### Web Site: Dental Plan Employees may join the City's dental program and receive dental benefits in addition to any such benefits provided by the group health plans. The City contributes a portion of the cost of each employee's dental coverage. If dental coverage is waived, the City's contribution is reallocated toward the employee's health plan cost. Start date of coverage is the first of the month following date of hire.Guardian Dental Customer Service: (800) ###-#### Web Site: Vision Insurance City of Rockville is offers a vision plan with VSP. Members will have a $130 allowance (in-network) for lenses/frames or contacts. Go to www.vsp.com to locate a participating provider. VSP members get a 20% savings on additional glasses and sunglasses, including lens enhancements, from any VSP provider within 12 months of your last WellVision Exam. Ask your provider about Laser Vision Correction discounts as well. Group Life Insurance The City provides life insurance equal to one and one-half times an employee's base salary. There is no cost to the employee for this benefit. Employees have the option of purchasing additional supplemental life insurance coverage for self, spouse and dependent child(ren). New employees joining within their first 30 days will not be required to provide evidence of insurability. LeaveAnnual Leave Annual leave ranges from 16 to 23 days per year depending upon the length of service with the City. Leave may be used as it is accrued with the permission of the employee's supervisor. Annual leave is paid at termination after completing six (6) months of service. An employee normally accrues annual leave in the following manner: Months of Service Monthly Vacation Accrual in Hours (37.5 hrs/wk)/(40 hrs/wk) 1-24 Months 10.00 / 10.40 25-60 Months 11.53 / 12.40 61-96 Months 13.08 / 14.00 97+ Months 14.23 / 15.20 Holidays Administrative and Police employees generally receive the following eleven (11) holidays per year. New Year's Day Martin Luther King, Jr. Day Presidents' Day Memorial Day Juneteenth Day Independence Day Labor Day Veterans' Day Thanksgiving Day Thanksgiving Friday Christmas Day The City also observes all days of general and congressional elections throughout the State of Maryland. This holiday falls on even numbered years. Union employees and certain other employees may receive different holidays in accordance with the terms of a contractual agreement. Sick Leave Sick leave is earned monthly at the rate of 1.25 days per completed month of service. There is no waiting period for using earned sick leave nor is there a limit to the amount of earned sick leave that may be used in connection with any legitimate illness. Flexible Spending Accounts (FSA)Dependent Care FSA The Dependent Care FSA allows employees to set aside up to $5,000 on a pre-tax basis for eligible dependent care expenses. Prior to the beginning of each calendar year, employees estimate the amount of these eligible expenses and agree to have this amount deducted from their annual salary on a bi-weekly basis. Employees avoid paying federal, state, and Social Security taxes on the total amount of their deferral. When expenses are incurred, employees submit a receipt and are reimbursed from their account. A detailed description of the plan is available in the Human Resources Department. Medical FSA The Medical Care FSA allows employees to set aside up to $3,200 on a pre-tax basis for eligible health care expenses. Prior to the beginning of each calendar year, employees estimate the amount of these expenses and agree to have that amount deducted from their annual salary on a bi-weekly basis. Employees avoid paying federal, state, and Social Security taxes on the total amount of their deferral. An employee may use a FSA debit card to pay for eligible expenses, or may submit receipts when expenses are incurred in order to be reimbursed from their account. A detailed description of the plan is available in the Human Resources Department. Pre-tax Deductions for Health Insurance Through Section 125 of the Internal Revenue Code, pre-tax payroll deductions may be made for the City's health and dental insurance premiums. Pre-tax deductions allow employees to avoid paying Federal, State, and F.I.C.A. taxes on the amounts of these payroll deducted premiums. Wex Benefits Customer Service: (866) ###-#### Web Site: Retirement ProgramsRetirement Plan The City's retirement plans consist of a Defined Benefit and a Defined Contribution portion. Administrative and Union employees may contribute between one (1) and five (5) percent of their base salary, on a pre-tax basis, to the defined contribution portion. The deferral election is made at the time of employment and may not be changed. Therefore, employees are advised to give considerable thought to their decision of what percent to contribute. The City will make a matching contribution of 50 cents for each dollar contributed. A minimum of one (1) percent participation is mandatory. Employees have different investment fund options in which to direct contributions. The investment direction may be changed biweekly. Vesting in the Defined Contribution portion occurs at the beginning of the 3rd year. Normal retirement is age 60 or 65 depending on date of hire. The Defined Benefit portion of the retirement plan is based on a percentage of average annual salary multiplied by length of credited service. Administrative employees are required to make a mandatory one (1) percent contribution to the Defined Benefit portion of the plan. Vesting occurs after ten (10) years. Police Officers contribute 8.5 percent of their earnings on a pre-tax basis to a defined benefit pension plan. Normal retirement for police officers is permitted at the earlier of age 60 or after 25 years of service, regardless of age. Benefits at retirement are based on a percentage of final average earnings multiplied by length of credited service.Retirement Plan Administrator:Lincoln Financial Retirement Plan Member Services: (800) ###-#### Website: Deferred Compensation (457) Plan The deferred compensation plan is designed specifically for City employees, and makes it possible to defer income and the payment of income taxes on the deferred investment. The plan is not meant for short-term savings or investment purposes as monies deferred are generally not available until termination or retirement. Employees may defer the lesser of 25 percent of base salary or a minimum of $10.00 per pay up to the current IRS limit on a pre-tax basis. Roth 457 The Roth 457 is a supplemental retirement plan which is funded through employee contributions only. Employees are eligible to enroll from the date of hire. Contributions are taxed but earnings grow tax free. Lincoln Financial Member Services: (877) ###-#### Social Security Regular employees receive employer contributions to Social Security (also known as FICA). Social Security benefits are available in accordance with Federal law. For more information about benefits, contact the Human Resources Department at 240-###-####. Credit Union Employees may participate in the Sky Point Federal Credit Union, conveniently located at Courthouse Square in Rockville. This credit union also participates in Family Service Center with shared branches available throughout the metropolitan area. Services include savings and checking accounts, loans, payroll deduction, and direct deposit. Sky Point Federal Credit Union Member Services: (301) ###-#### Legal Resources Through Legal Resources, participating employees and their eligible family members can get free advice, consultation, and courtroom representation for common legal services. Member Services: 1-800-###-#### Web Site: Employee Assistance Program The City provides free, confidential counseling, assessment, and referral services to help employees deal with personal problems. Trained, certified employee assistance counselors are available 24 hours a day, 7 days a week. The Employee Assistance Program (EAP) is also available for family members who are eligible health insurance plan dependents. BHS EAP 24 hour Assistance Line (800) ###-#### Web Site: Long-term Disability Programs The City's Income Protection Plan provides long-term disability benefits for both on and off the job injuries or illnesses. Coverage for off the job injuries or illnesses is provided after one year of employment with the City. Details are available from the Human Resources Department. College Savings Plans College America is a 529 college savings plan that can help you build a nest egg for college. These plans, named after a section of the tax code, were created by Congress to offer significant tax advantages to those who invest for higher education. Details are available from the Human Resources Department. 01 Which of the following best describes your level of education?

• High School or GED
• Some College
• Associates Degree
• Bachelors Degree
• Masters Degree or Higher
• None of the Above

02 How many years of experience do you have working in a legal office?

• No experience
• Less than 3 years
• 3 years to less than 5 years
• 5 years to less than 7 years
• 7 years or more

03 How many years of experience do you have working in an executive office?

• No experience
• Less than 3 years
• 3 years to less than 5 years
• 5 years to less than 7 years
• 7 years or more

04 What is your experience level with Office 365?

• None
• Beginner
• Intermediate
• Advanced

Required Question