Executive Assistant / Paralegal

Internal Revenue Service; Ohio; On-site; USD 45,000 - 65,000; Full time

Job summary

The City of Twinsburg is seeking an Executive Assistant/Paralegal to provide advanced administrative support within the Law Department and Human Resources. The ideal candidate will demonstrate strong organizational skills, attention to detail, and the ability to handle confidential information reliably. Responsibilities include coordinating calendars, drafting legal documents, and performing clerical tasks with precision. A paralegal studies degree and experience in a legal environment are required.

Qualifications

• At least three years of responsible secretarial or administrative experience.
• Must obtain Ohio notary license.
• Ability to work with mathematical concepts and solve practical problems.

Responsibilities

• Performs various administrative tasks and maintains confidential records.
• Manages calendars and schedules for the Law Director.
• Prepares reports and processes invoices and public records requests.

Skills

Organizational skills

Interpersonal skills

Attention to detail

Critical thinking

Communication skills

Education

Paralegal studies degree or certificate

Tools

Microsoft Office

Job description

Description

SUMMARY:
The Executive Assistant/Paralegal position provides advanced secretarial and administrative support duties requiring discretion, confidentiality, the ability to exercise independent judgment and tact to promote the overall goals, objectives and responsibilities of the City’s Law Department. Also provides administrative support to the Department of Human Resources.

The successful candidate must possess strong organizational and interpersonal skills as well as the ability to perform work under general supervision with latitude for independent actions. The candidate must be a proficient writer, exhibit excellent attention to detail, possess sound judgment, and utilize critical thinking. Good communication skills and dependability are vital to this position. This position requires organizing and preparing documentation, records and evidence for the Law Director and Prosecutor through efficient task management and prioritization.

JOB RESPONSIBILITIES:

• Performs a variety of administrative tasks with attention to detail and free of errors.
• Receives telephone calls and visitors in a polite manner, determining the nature of calls and the purpose of visits, provides information within areas of discretion and authority or forwards or directs calls or visitors to the appropriate staff or office; takes messages, provides general assistance; performance of these functions may require the use of judgment and interpretation of policies and procedures.
• May maintain the Law Director’s and Assistant Director of Law/Assistant Prosecutor’s calendars. Schedules meetings, screens requests, and ensures that the Director and Prosecutor are aware of meeting times. Makes travel arrangements when necessary.
• Conducts research, compiles and summarizes a variety of informational materials;
• Opens mail and either personally handles or routes for handling to appropriate staff.
• Coordinates activities of Law and Human Resources with other City departments.
• Initiates specified correspondence independently for signature by the Law Director, Prosecutor or administrative staff.
• Composes, types, drafts and files a wide variety of documents from brief instructions or prior materials.
• Must be able to prioritize job tasks; must be able to identify important correspondence and communications requiring immediate action and route those communications with due haste to the correct staff.
• Maintains confidential records and court documents.
• Reviews finished materials for completeness, accuracy, format, and compliance with policies and procedures, and appropriate grammar usage; edits and makes corrections as necessary.
• Creates, formats and prepares reports, statistical tables, charts and exhibits using computing, word processing, spreadsheet and database software; collects, organizes and verifies the accuracy of data and information.
• Organizes and maintains various administrative, reference, and follow-up files.
• Transmits information to others from the Law Director and Prosecutor.
• Keeps informed of pertinent City, community and departmental activities.
• Processes public records requests in a timely fashion.
• Locates and attaches appropriate file to correspondence and forwards to appropriate staff members.
• Prepares and processes invoices, purchase orders and expenditures; may assist with monitoring budget expenditures; may correspond with vendors and contractors.
• Orders office supplies and maintains office equipment.
• Performs record retention responsibilities.
• Organizes and maintains various reference materials.
• May work on special projects as assigned.
• Performs other duties as assigned.

QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to ensure that an individual with a disability is able to perform the essential functions.

• Paralegal studies degree or certificate and at least three (3) years of responsible secretarial, paralegal or administrative related experience and/or training. Previous experience with the court system, government law departments, and/or private law practice is preferred.
• Must have or obtain Ohio notary license.
• Must have extensive knowledge of secretarial practices and procedures.
• Must handle all duties and responsibilities in a confidential manner.
• Ability to read, and interpret documents such as safety rules, operating and maintenance instruction, general business periodicals, professional journals and technical procedures, or governmental regulations. Ability to write routine reports and correspondence.
• Ability to work with mathematical concepts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to recognize potentially unsafe conditions and behaviors and correct them in a positive and appropriate manner.
• Working knowledge of computer system functions.
• Knowledge of modern office procedures. Ability to access, input, and retrieve information from computer.
• Ability to operate 10-key calculator.
• Ability to keyboard minimum sixty-five (65) words/minute accurately.
• Ability to establish and maintain cooperative relationships with supervisors, officials, other employees, court staff, and the general public.
• Ability to successfully interact with all levels and types of customers.
• Working knowledge of Microsoft Office and ability to learn and use word processing, spreadsheet and database software.
• Ability to communicate effectively with administrators, attorneys, judges, coworkers and the public. Ability to diffuse tense situations and calm irate individuals in a professional manner.
• Excellent public relations skills.
• In-person reliable, punctual regular attendance.
• Must be familiar with or must have the ability to quickly learn laws, rules, regulations, policies and procedures related to performing duties for the Law Director, Prosecutor and assisting the Department of Human Resources with administrative functions. Must learn and follow court rules.
• Must possess a valid State of Ohio driver’s license with an acceptable driving record.
• Must be eligible to work in the United States.

WORKING CONDITIONS:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The majority of work will consist of normal office conditions. While performing the duties of this job, the employee is regularly required to stand, sit, walk, reach with hands and arms, talk and hear. The employee is occasionally required to climb, stoop, kneel, crouch or crawl, and use hands and fingers to operate computers and office equipment. The employee must be able to operate a telephone, computers and other electronic devices, and other office equipment. The employee will frequently lift and/or move up to 25 pounds, and occasionally lift and/or move more than 50 pounds. Work involves exposure to normal everyday risks typical of offices.

Work is subject to frequent interruptions. From time to time, work may involve interactions with irate citizens, applicants or employees.

The noise level in the work environment is usually moderate.

The City of Twinsburg is an Equal Opportunity Employer