Legal Secretary

City of Tucson; Florida; On-site; USD 30,000 - 45,000; Full time

Job summary

The City of Tucson is seeking a Legal Secretary to support attorneys and paralegals on litigation matters. You will draft pleadings, prepare documents, manage files, and handle case management software and records retention.

Responsibilities include opening new matters, docket monitoring, scheduling, preparing trial exhibits, and researching with Westlaw and PACER. Strong attention to detail and confidentiality are essential.

Qualifications

• Education: Six months post high school.
• Two years of relevant experience required.
• Two years of administrative support experience preferred.
• Experience in a court or law office and handling confidential information.
• Experience in litigation.

Responsibilities

• Creates templates for ordinances and resolutions; drafts pleadings and related legal documents.
• Opens new matters in case management software; monitors docket and notifies parties.
• Dates stamps and routes incoming mail; responds to calls; coordinates meetings and attorney calendars.
• Prepares trial exhibits; organizes binders; assists witnesses.
• Researches using Westlaw and PACER; reviews code amendments; ensures procedural compliance.
• All other duties as assigned.

Education

Six months post high school

Tools

Westlaw

PACER

Case management software

Job description

ABOUT THIS JOB

Position Specific Summary

The Legal Secretary position in the City of Tucson’s Attorney’s office provides legal assistant support to attorneys and paralegals, including on litigation matters. Manages and maintains files and prepares legal documents.

Work is performed under the supervision of a Management Coordinator. This position does not supervise.

Duties and Responsibilities

• Creates templates for ordinances and resolutions for Mayor and Council items, creates and drafts pleadings (i.e., motions, summons, complaints, answers, notices, proof of claims) and pleading shells for different legal matters, creates documents for record requests, memorandums, communications using appropriate letterheads. Drafts communications and memorandums for Mayor and Council. Prepares additional legal documents for attorney review as needed. Redacts and Optical Character Recognition (OCR) documents. Reviews pleadings for formatting, consistency, and grammatical errors. Files the document electronically with the proper court and sends hard copies to the judge if required. Pulls down the conformed copies and files them in the case management software.
• Opens new matters in the case management software. Monitors the docket and pulls down all filings. Notifies appropriate parties of the new matter and collects all related documentation from city departments. Organizes the records received and scans them into the case management software. Assists with disclosure statements, including redaction and bates stamping. Conducts case investigations such as property records, social media of plaintiffs and witness information. Prepares and schedules service of subpoenas. Adheres to naming conventions when entering information into the case management software. Closes the matter and adheres to records retention rules.
• Date stamps, opens and routes incoming mail whether interoffice or regular mail. Responds to incoming calls from the public, city departments and the legal community, assists departments with documents needed for monthly Mayor and Council meetings and legal matters. Coordinates and schedules meetings (virtual or in person). Maintains attorney calendars.
• Prepares trial exhibits by printing, organizing and assembling binders for attorneys, witnesses, court and jurors. Takes notes, assists with witnesses and runs errands. Pulls deposition citations for witness notebooks.
• Research previous agenda items using City website and other software tools used in the office. Performs research using Westlaw and PACER websites for different topics as assigned. Searches other jurisdictions for different ordinances/resolutions on given topics. Compares code amendments with documents submitted by departments for approval and identifies potential errors or issues for the supervising attorney. Research rules of procedure for civil document filings.
• All other duties as assigned

Working Conditions

Mostly office environment.

All duties and responsibilities listed are subject to change.

MINIMUM QUALIFICATIONS

Education: Six (6) months post high school
Work Experience: Two (2) years of relevant experience
Any combination of relevant education and experience may be substituted on a year-for-year basis.

PREFERRED QUALIFICATIONS:
Two years of administrative support experience.
Experience working in a related environment, such as a court or law office, including the handling of confidential information.
Experience in litigation

POSITION DETAILS

Job Profile

J0134 - Legal Secretary

To view the full job profile including classification specifications and physical demands click https://www.tucsonaz.gov/Departments/Human-Resources/Tucson-Talent.

Compensation Grade

G105

Hourly Range

$21.96 - 32.94 USD

The City of Tucson considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate’s work experience, education/training, key skills, and internal equity.

Fair Labor Standards Act (FLSA)

Non-Exempt

Position Type

Regular

Time Type

Full time

Department

City Attorney

Department Link

https://www.tucsonaz.gov/Departments/Tucson-City-Court/City-Attorneys-Office

Background Check

This position has been designated to require a criminal background check. The City of Tucson is a Second Chance Employer.

ABOUT US

Benefits

The City of Tucson offers a generous benefits package for benefit-eligible positions. The comprehensive, flexible, and affordable coverage is designed to optimize health and well-being, security and future, and peace of mind. Benefits begin with medical, dental, vision, life, disability, and FSA coverage, surpassing your standard 401(k) program by offering a rich pension plan plus optional Roth and pretax deferred compensation savings. With your well-being in mind, our paid time off program provides new hires with 38 paid days off in the first year of employment, with time off increasing steadily in subsequent years. We offer twelve weeks of paid parental leave, paid tuition reimbursement, student loan repayment, off- and on-the-job training, and opportunities to forge connections with peers and the community through employee resource groups and paid volunteer hours. You can learn more about our benefits at https://www.tucsonaz.gov/Departments/Human-Resources/Employee-Benefit-Snapshot.

Citizenship

The City of Tucson employs only U.S. Citizens and lawfully authorized non-U.S. Citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Status. The City of Tucson does not offer visa sponsorship.

City of Tucson is an Equal Opportunity/Affirmative Action/Veterans/Disability Employer

The City does not discriminate based on race, color, religion, sex (including sexual orientation, gender identity, and pregnancy), national origin, veteran status, age, disability, genetic testing, or any other protected status. If you believe you have been a victim of discrimination, you may file a complaint with the City of Tucson’s Office of Equal Opportunity Programs, U.S. Equal Employment Opportunity Commission (EEOC) or Arizona Attorney General’s Office of the Civil Rights Division (ACRD).

ADA Accessibility Complaint Form

The City of Tucson is committed to providing access and reasonable accommodation for individuals with disabilities or who require religious accommodation; please contact Human Resources at [e-mail] or 520-791-2619.

For Human Resources general questions please contact 520-837-4190.