Duties: The Office Assistant II plays a key role in keeping the Legal Department running smoothly by providing comprehensive administrative and clerical support, support for City attorneys and organized flow of the office, which requires clerical competence. This position assists with daily office operations, and ensures outstanding service for both staff, City employees, and the public. This role requires strong attention to detail, excellent organizational and communication skills, and the ability to manage multiple tasks effectively in a fast-paced environment, with limited supervision and the ability to act independently according to general instructions and procedures. Primary point of contact for incoming calls, messages, and visitors to the department. Communicates with people both internally and externally. Drafts memos, letters, and emails, answers and places telephone calls on behalf of department and takes messages as needed. Maintains phone and mail logs. Performs day-to-day administrative tasks such as creating and maintaining files and processing paperwork. Assembles data and coordinates work flow for the timely preparation of routine correspondence and legal documents by word processing. Prepares and processes legal documents and papers, such as summonses, subpoenas, complaints, claims, appeals, motions and pretrial agreements. Mails, faxes, e-files, emails, and arranges for delivery of legal correspondence to City officials, City departments personnel and outside entities as necessary. Creates files, filings, documents, memos, letters, emails, and e-filings for all Railroad Commission Files, Open Record Requests, Claims Cases, Deed Restriction files, Recoveries, Lawsuits, Agenda and Department files. Schedules and makes appointments for the office and attorneys. Assists in the preparation for hearings, depositions, trials, interviews and other legal matters. Makes photocopies of correspondence, documents, and other printed materials. Scans materials, filings, petitions, cases, pictures, letters, memos, and corresponds with relevant parties in the retrieval of such items. Assists department with office technology needs, i.e., setting up and assisting with virtual meetings and platforms, e-filing, Laserfiche. Works closely with attorneys and other members of the office staff. Tracks cases and their status, and files, organizes, and maintains all case files in the file room once matter is closed/completed. Assists with City Council Agenda item preparation and other tasks necessary. Assists with Open Records Requests as needed. Coordinates and ensures department vehicles are scheduled for required maintenance and upkeep. Must have and maintain, without interruption, all necessary licenses, certifications, clearances, and/or job requirements. Works the assigned schedule and complies with City timekeeping and attendance policy. Perform other related duties as assigned to meet the operational needs of the Legal Department.
Qualifications: High school diploma/GED, plus a minimum of four (4) to six (6) years of clerical, administrative, or secretarial experience; or an equivalent combination of education and experience. Valid Texas Driver's License and a good driving record. Proficiency in Microsoft Office Applications, including Word, Excel, Outlook, etc. Ability to type a minimum of 45 words per minute with accuracy. Pleasant, professional demeanor. PREFERRED: Previous experience in administrative support or office management, preferably in municipal settings.
KNOWLEDGE, SKILLS & ABILITIES
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Must be knowledgeable in administrative and clerical procedures and systems such as word processing, managing electronic files and records, and the ability to create and format a spreadsheet and use formulas.
- Excellent communication skills, both verbally and in writing.
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Using computers and software including Microsoft Office Suite (Excel, Word, Outlook, etc.), and internet applications.
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Strong organizational and time-management skills to handle multiple tasks efficiently.
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Maintaining a pleasant demeanor in person and on the telephone.
- Read and interpret documents, including safety rules, operating instructions, and procedural manuals.
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Write clear and concise routine reports, memos, and correspondence.
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Speak effectively before groups of employees, attorneys and officials.
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Apply common sense and problem-solving skills in practical situations.
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Handle multiple responsibilities and adjust priorities as needed.
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Ability to set up Zoom and Teams hearings.
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Proficient in the English language, including the spelling of words, rules of composition, and grammar.
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Attention to detail.
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Maintains strict confidentiality of City and case information.
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Perform other duties and responsibilities as assigned.
The City of Pasadena offers very generous benefits to all full-time employees. For example:
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Employee-only medical insurance starts as low as $15 per month and the most expensive Employee & Family plan is less than $350 per month.
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The City has its own medical clinic staffed with a M.D. and two medical assistants. Employees and their covered dependents over the age of 5 can visit the clinic FREE OF CHARGE.
- Employees and their covered dependents also have access to Virtual Visits with a medical professional FREE OF CHARGE.
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The City offers college tuition reimbursement of up to $3,500 per year.
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As an employee, you will contribute a portion of your salary each pay-period towards your retirement and the City will match your contribution by 200%. Example, if you contribute $100, the City will contribute $200.
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Civilian employees accumulate vacation at the following rates:
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Less than 6 years of service - two weeks of vacation per year.
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From 6 to less than 11 years of service - three weeks of vacation per year.
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From 11 to less than 21 years of service – four weeks of vacation per year.
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From 21 to less than 26 years of service – five weeks of vacation per year.
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From 26 years of service and up – six weeks of vacation per year.
