Legal Secretary

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

Job summary

The City of Tucson seeks a Legal Secretary to provide legal assistant support to attorneys and paralegals on litigation matters. Responsibilities include drafting pleadings, preparing documents, maintaining files, and coordinating with city departments for monthly meetings.

Typical duties include redaction, OCR, docket monitoring, and use of case management software. The role requires organization, attention to detail, and the ability to handle confidential information.

Qualifications

• Six months post high school is required.
• Two years of relevant experience is required.
• A combination of education and experience may be substituted on a year-for-year basis.

Responsibilities

• Drafts pleadings and legal documents for attorney review.
• Files and maintains case documents in the case management software.
• Prepares trial exhibits and organizes binders for attorneys, witnesses, court and jurors.

Skills

Pleadings drafting

Document redaction

Legal document prep

Education

Six months post high school

Two years relevant experience

Tools

Westlaw

PACER

Case management software

Job description

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.

Employment Conditions

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. Full time. Department City Attorney. 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

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.

Equal Opportunity

The 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.

City Organization

The City of Tucson, founded in 1775 and incorporated in 1877, is a City Manager-led Mayor and Council government organization comprised of over 5,000 dedicated employees.

Tucson Community

The City of Tucson is recognized as a Top 20 “Best City in America” by Resonance Consultancy. Tucson, Arizona, is a thriving center for bioscience, aerospace/defense, optics, mining, and logistics. With a city population of more than 540,000 and a regional population of more than 1 million, Tucson has 330-plus days of sunshine a year and is surrounded by majestic mountain ranges. A small-town feel with big-city amenities complements its natural beauty. You can learn more about Tucson, Arizona, at Visit Tucson, Arizona.