LEGAL ASSISTANT - CIVIL DIVISION

Job Description:

LEGAL ASSISTANT - CIVIL DIVISION

Description

Position Scope

Our Vision: We aspire to be the community of limitless possibilities.

Our Mission is to provide exceptional services for a safe, thriving community, while honoring our history and innovating for the future.

Embrace the New - Do Right - Lend a Hand - Find a Way - Enjoy our Work - Celebrate Uniqueness

Our Benefits
The City of Buckeye provides an extensive benefits package designed to support the well-being of our employees. This includes health, dental, vision, life, pet insurance, as well as wellness incentives. Coverage begins the first day of the month following the start of your employment.

Vacation & Sick Leave

At the City of Buckeye, we understand the vital role that vacation time plays in supporting the mental, physical, and emotional well-being of our employees. Vacation and sick leave accruals begin on the first day of employment and may be used upon accrual. Additionally, employees receive credit towards vacation leave accruals for years of service with other public sector retirement systems nationwide (not including Federal service).

Holidays

The City of Buckeye observes eleven holidays per year: New Years Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veteran's Day, Thanksgiving and the day after Thanksgiving, and Christmas Day.

Retirement
This position participates in the Arizona State Retirement System (ASRS). Contribution is mandatory, and the current contribution rate is 12%, per fiscal year.

Primary Duties and Responsibilities

Position Scope: Provides direct legal and administrative assistance to the Civil Division’s attorneys and department staff. The ideal candidate will assist with legal request management, research legal issues, draft legal memorandums and documents, compile statistics, prepare reports, and provide information and assistance as requested.

Primary Duties & Responsibilities:

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. lncumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Maintains calendars for assigned staff, schedules meetings and appointments; prioritizes and resolves meeting schedules; coordinates meeting resources and travel.
• Assists in the day-to-day operations of the Civil Division including responding to requests for information and offering technical assistance.
• Prepares meeting agendas and presentation materials; takes and transcribes meeting minutes and prepares summaries for distribution.
• Conducts and coordinates assigned projects; identifies and resolves routine problems within scope of authority.
• Maintains department files and records; compiles statistical data; prepares a variety of technical and statistical reports; updates manual and computer records and tracking systems; compiles management reports; maintains compliance with city record retention schedules for different types of files.
• Prepares correspondence and other documents on a wide variety of subjects requiring knowledge of the procedures and policies of the City Attorney’s office.
• Assists with public records requests and redactions according to established guidelines.
• Supports and manages the internal legal request portal and legal case review processes.
• Conducts research and compiles information as needed to assist with legal requests, makes case notes, tracks status of assignments. Additionally, prepares and reviews legal documents as-needed basis to ensure they are ready for legal review and Council agendas, utilizes software for Council agenda preparation, routes final documents as needed for final approval and execution.
• Keeps immediate supervisor and designated others fully and accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems.
• Works closely with staff fostering an open, positive, communicative relationship with internal and external customers.
• Maintains strict confidentiality and demonstrates ethical behavior.
• Assists in training and onboarding department staff and provides support to others within the department as needed.
• Performs other duties as assigned or required.

Minimum Qualifications & Position Requirements

Education and Experience:

Two (2) year associate degree and three (3) years’ related experience in a related field, OR an equivalent combination of education and experience.

Necessary Knowledge, Skills and Abilities:

Knowledge of:

Skill in:

• Using Microsoft Office products and other relevant technologies
• Operating a personal computer utilizing a variety of specialized business software
• Operate a variety of office equipment
• Creating legal, professional, and technical correspondence.
• Reading legal documents and extracting relevant information.
• Organizing and keeping track of dates, documents, tasks, and priorities.
• Preparing accurate reports, documents, and correspondence
• Effective oral and written communication
• Grammar, punctuation, spelling, basic editing, and formatting of a wide variety of legal documents

Ability to:

• Read and comprehend legal documents, motions, resolutions, ordinances, codes, statutes, policies and procedures, court rules, statutes and various case law and various case law.
• Work effectively under stress
• Ability to work with interruptions and adapt to changing priorities
• Work within time constraints and meeting deadlines
• Prepare and proofread a variety of reports and/or documentation
• Use proper English, grammar, punctuation and spelling
• Exercise judgment and discretion
• Maintain records and files
• Maintain calendars
• Recognize problems and identify alternative solutions
• Prioritize work and perform multiple tasks
• Work independently
• Protect privileged and/or confidential information
• Work cooperatively with city staff, stakeholders, and members of the public
• Understand and follow oral and written instructions
• Establish and maintain positive, effective working relationships with those contact in the performance of work

12-Month Goals:

• Learn the policies, procedures, processes, and technologies used in City Attorney’s office and City of Buckeye.
• Develop an understanding of the City Attorney’s office structure, purpose, and goals in the City of Buckeye.
• Provide high quality support to Civil Division attorneys for legal requests and legal documents including review, document preparation, and research.
• Assist in developing and implementing processes in support of the City Attorney’s Office Civil Division.
• Offer excellent customer service and communication to departments and external partners of the city representing City Attorney’s office.
• Provide necessary administrative and clerical support to Civil Division staff as needed in a growing office.

Additional Information

Special Requirements: None
Physical Demands / Work Environment: Standard office environment
Reports To: City Attorney or designee
Supervision Exercised: None

FLSA Status: Non-exempt

EQUAL EMPLOYMENT OPPORTUNITY: It is the policy of the city to provide employment opportunities to all persons based solely on ability, regardless of race, color, religion, sex, national origin, age, sexual orientation, gender identity or disability.

Employee Benefits & Wellness

The City offers a comprehensive benefits package to full-time classified and management employees. Part-time classified employees may be eligible for select benefits where defined.

For complete Benefit Plan & Wellness Information, please visit the City website at:
Benefits & Wellness

City benefit plans are subject to change at any time.

Closing Date/Time: 7/21/2025 11:59 PM Mountain

Salary:

$51,542.40 - $77,313.60 Annually