Legal Administrative Assistant 2

Salary : $58,292.00 Annually
Location : Madison, WI
Job Type: PERMANENT FULL TIME
Job Number: 5
Department: Office of the City Attorney
Opening Date: 04/17/2025
Closing Date: 5/1/:59 PM Central
Comp. Group/Range: 20/11

General Description
This is a complex and specialized administrative support position in the City Attorney's Office, with knowledge of the legal process and procedures. Work is characterized by responsibility for the drafting, typing and processing of legal documents requiring a high degree of legal system knowledge; and/or specialized on-going functional responsibilities. Under the general supervision of the Administrative Supervisor and the City Attorney, employees exercise considerable judgment and discretion in the performance of a wide variety of activities requiring the interpretation and application of established policy and procedures.
This position offers the opportunity to telework up to three (3) days per week, subject to supervisor approval.
Employees may be eligible for loan forgiveness through the .
Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn't match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.
Examples of Duties and Responsibilities
•  Prepare, review, correct, revise, edit and type letters and other municipal and civil case material such as detailed briefs, appendices, opinions, resolutions, contracts (including settlement agreements), amendments, tables and other legal documents (utilizing word processing software). Draft complaints and other pleadings in municipal, circuit, and appellate courts, primarily for tax assessment litigation and Planning Division code violations.
•  Operate duplicating equipment; collate material and coordinate distribution of printed materials; Maintain maintenance of multifunction machines (i.e., schedule maintenance visits, refill toner cartridges, etc.).
•  Schedule meetings, appointments and hearings; make meeting arrangements; arrange for court reporters and make hotel and travel arrangements. Maintain attorney calendars and provide reminders of due dates.
•  Coordinate purchasing activities. Use MUNIS Financial System in order to create invoices for copy/printing fees for discovery and/or open records requests, witnesses, court reporters, or filing fees. Enter travel expense claims for the attorneys.
•  Respond to a variety of in-person and telephone inquiries by providing or obtaining information, making appropriate referrals, explaining departmental procedures, and receiving or relaying messages for the City Attorney and legal staff. Answer front desk telephone when needed and direct phone calls to the appropriate attorney or other resource.
•  Maintain office electronic files by promptly filing appropriate documents. Send files to State Records Storage when appropriate. Maintain accurate records of files sent to records storage in Excel. Maintain and update reference materials in the agency's library.
•  Perform related work as required. Minimum Qualifications
•  Three (3) years of responsible administrative support experience, including two (2) years of legal secretarial/assistant/paralegal work -OR-
•  One (1) year of legal secretarial/assistant/paralegal work, AND
•  15 credits of coursework in legal research, paralegal studies, or a related legal/business field -OR-
•  Four (4) years of experience in applying the following:
•  English composition, correct punctuation, spelling and grammatical usage.
•  Computer software applicable to the duties of the position, including word processing software; AND
•  Two (2) years of experience in applying the following:
•  Related legal office practices, procedures, forms and terminology.
•  Working knowledge of related legal processes; AND
•  Familiarity with filing documents in State and Federal court, including e-filing. The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore successful candidates will have demonstrated ability to effectively work with multicultural communities.

For a complete list of the knowledge, skills and abilities, please view the

Special Requirements
•  Ability to type at a net speed of 30 words per minute.
•  Department of Justice (DOJ) training and certification to access Law Enforcement Records Management System (LERMS). Physical Requirements :
•  Work in this position is primarily sedentary, requiring the ability to sit/stand at a desk, work on a computer, and use a monitor for extended periods of time.
•  Ability to lift up to twenty (20) pounds for occasionally moving boxes of closed files and replacement reams of printer paper. The City of Madison offers excellent pay and benefits for employees. City Ordinances, handbooks, and labor contracts provide specifics; the description here is not to be considered a binding statement but offers an informal summary.
Compensation
The City of Madison strives to pay competitive wages. View the current for pay for all classifications. Employees receive increases based on tenure with the City.
Benefits
The City offers a competitive benefits package, including a generous leave package, a variety of insurance options, and non-traditional benefits such as optional pet insurance, a bus pass for all employees, and the possibility of flexible work schedules. A brief summary of benefits is listed below. Please visit our for more information.
Leave
Vacation is earned upon starting employment and can be used after completion of probation. The general vacation schedule is below.
0-3 years 10 work days of vacation
After 3 years 12-1/2 days
After 7 years 15 days
After 11 years 17-1/2 days
After 15 years 20 days
After 19 years 25 days
After 27 years 27 days
Employees earn 3.5 personal days in addition to vacation.
Employees receive eight official paid holidays (New Year's Day, Martin Luther King, Jr. Holiday, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving, Christmas Day), as well as 3 paid leave days (the Friday after Thanksgiving, Christmas Eve, New Year's Eve).

Employees also earn 13 sick days annually that may accrue to a total of 150 days.
Retirement
The City of Madison participates in the Wisconsin Retirement System through the State of Wisconsin Department of Employee Trust Funds.
Insurance
The City of Madison offers a variety of optional insurance programs including:
•  Health Insurance
•  Dental Insurance
•  Vision Insurance
•  Pet Insurance
•  Life Insurance
•  Income Continuation Insurance (for short and long-term disability)
•  Long Term Care Insurance Other Benefits
The City offers numerous other benefits and programs for employees, including:

• 457(b) deferred compensation plans

• Employee Assistance Program

• Bus Pass on Madison Metro

• Flexible Work Schedules

• Employer-paid Training
01

Please indicate your level of legal secretarial/assistant/paralegal experience.
•  Beginner (less than 1 year)
•  Intermediate (more than 1 year, but less than 3 years)
•  Advanced (more than 3 years)
•  None 02

Please describe your experience performing responsible administrative support functions, including any legal secretarial, legal assistant, and/or paralegal work.
03

Have you taken additional coursework in a field of study such as legal research, paralegal studies, or a related field? If yes, please list the courses/classes you completed and the number of credits associated with each.
04

Do you have direct experience electronically filing documents with various courts?
•  Yes
•  No 05

Please indicate your experience dealing with external clients/customers or court officials over the phone, by email or in person.
•  Infrequently (less than once per month)
•  Minimal (Once or twice per month)
•  Often (Once or twice per week)
•  None 06

Please indicate your level of experience with Microsoft Word.
•  Advanced (Example: Create a Table of Authorities in a brief)
•  Intermediate (Examples: Create a table, insert a footnote, insert header/footer)
•  Beginner (Examples: Basic formatting, copying, pasting, change fonts)
•  None 07

Please indicate your experience level using Microsoft Outlook.
•  Advanced (Can create complex rules, use macros to automate tasks, utilize conditional formatting, manage multiple calendars, create and manage distribution lists, export and import contacts, and delegate and track tasks)
•  Intermediate (Can filter, search, and archive emails. Can use rules to manage incoming emails. Can share calendars, redirect meeting requests, manage contact groups, and set up auto-responders)
•  Beginner (Can create, send, receive, and forward emails. Can organize emails into folders, create signatures, and attach files . click apply for full job details