Administrative Assistant - Temporary Part-Time (Civil) at City of Bloomington, MN

PART-TIME, TEMPORARY POSITION, 20 - 25 HOURS/WEEK

POSITION IS EXPECTED TO LAST 14 WEEKS

The City of Bloomington is seeking an individual to provide skilled and confidential administrative support for the City Attorney, Deputy City Attorneys, and provide assistance to civil paralegal.

CITY VALUES & EXPECTATIONS

• Models and contributes to a positive work environment, culture of communication, engagement and safety

• Communicates effectively and respectfully with employees and the general public, including but not limited to those of diverse racial, ethnic, religious and socioeconomic backgrounds

• Works cooperatively as a member of a team; develops and maintains effective working relationships with diverse coworkers and community members; consistently brings a high level of self-awareness and empathy to all personal interactions

• Embraces the City's shared values and contributes towards accomplishing the City's vision and goals by being creative, innovative, continuously learning, and communicating clearly

• Prepare correspondence, supporting documents, and confidential data to include; memorandums, reports, investigations, agenda items, enforcement orders, and other documents using standard office software

• Receive and route incoming telephone calls and emails, answers questions and provide information to members of the public and other City employees

• Keep City Attorney and Deputy City Attorneys informed of matters necessary to effectively perform department's responsibilities including correspondence and administrative matters

• Maintain an accurate and efficient paperless filing system. Monitor and purge files in accordance with applicable legal regulations, policies, and the City's retention policy and schedule

• Maintain confidential files and maintain a high level of ethical standards

• Sort and route incoming departmental mail and prepare outgoing mail

• Process and manage invoicing and expense reimbursements

• Serve as a point of contact between City staff and Office of Justice Programs grant administrators

• Manage grant compliance and reporting

• Perform research and gather data as requested by City Attorney and Deputy City Attorneys

• Schedule department meetings and event attendance

• Serve as back up to civil paralegal position

• Coordinate the Department's responses to data requests, clarify requests with the City Clerk's office, City Attorney, or Deputy City Attorneys, and ensure response deadlines are met

• Work with the criminal paralegal to subpoena officers and gather evidence for contested hearings and trials

• Download files from evidence.com and transfer the files to flash drives

• Schedule contested hearings onto criminal case management spreadsheet and shared Outlook calendar

• Perform other related duties as apparent or assigned

KNOWLEDGE, SKILLS, & ABILITIES REQUIRED

• Ability to function with minimum supervision

• Ability to communicate ideas and explanations, both orally and in writing

• Ability to maintain a high level of integrity and ethical performance at all times

• Ability to maintain confidentiality of Legal Department information. Ability to use discretion relating to work material and assignments in a confidential manner as necessary and to exercise appropriate judgment in their release or presentation

• Knowledge of and ability to operate common office equipment including computers and copiers

• Ability to learn specific software related to the position such as JustFOIA, DocuSign, Laserfische, Sharepoint, criminal case management software, evidence.com, and criminal court records systems

• Ability to maintain alphabetical, numerical, and statistical files and records

• Ability to write and type routine reports and correspondence, that conform to prescribed style and format

• Knowledge of and ability to apply proper grammar, spelling, and punctuation

• Ability to read, analyze, and interpret general business journals, periodicals, and simple legal documents

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form

• Ability to define problems, collect data, establish facts, draw valid conclusions, and refer the problem to the appropriate resource

• Ability to comprehend and communicate policies, practices, and services of the Legal Department to co-workers and members of the public

• Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community

MINIMUM QUALIFICATIONS

• Two year college degree or equivalent related work experience

• Office/administrative experience

• Excellent Microsoft Office skills with Excel, Word, PowerPoint, Outlook

DESIRABLE QUALIFICATIONS

• Paralegal certification or degree

• Experience with e-filing and paperless workplace

• Experience uploading/updating websites

• Experience or knowledge of these topics: bankruptcy, contracts, civil forfeitures, land use, data practices law, open meeting law, records retention

• Experience with JustFOIA, DocuSign, Laserfische, or Sharepoint or similar software

• Additional years of responsible office/administration experience (2+ years)

• Ability to speak a language, in addition to English, that has a recognized presence in the community. (Spanish, Somali, Vietnamese, etc.)

SUPERVISION OF OTHERS

This position does not supervise others.

Anticipated Hiring Range: $33.19 - $35.20 Hourly

2024 Full Salary Range: $33.19 - $44.23 Hourly

Part-Time; Non-Exempt; Non-Union; Benefits Ineligible

The City of Bloomington is an Equal Opportunity Employer and is committed to creating a diverse workforce that reflects the community we serve. Applicants who are black, indigenous or persons of color are encouraged to apply. We also encourage women, veterans, members of the LGBTQIA community, and individuals with disabilities to apply.

The position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change