Performs highly responsible administrative work involving the organization and administration of a medium size legal office. Oversees performance of routine tasks of administration and typing of legal briefs for the Law Department. Wide variety of administrative duties and secretarial functions to assist in planning and facilitating department functions involving confidential material and contacts. Makes independent decisions within delegated scope of activity. Supervises legal secretaries. |
Reports to the Town Attorney who provides general direction and review of work.
Preference will be given to current Town of Greenwich employees who are members of GMEA. ALL APPLICANTS, except for current union represented Town of Greenwich employees, MUST PAY A NON-REFUNDABLE FEE OF $20 which must be received by the Town of Greenwich Human Resources Department no later than the close date. Failure to pay this fee by the deadline will disqualify candidates from continuing in the process.
Please ensure that you submit your application prior to making the payment and that the application and payment are made by the close date.
You may pay online. To do so click HERE or you may also visit officialpayments.com and click on local payments category. Choose State of Connecticut, Town of Greenwich Human Resources and Application Fee and fill out the remaining pertinent information. Do this no later than the close date. You will not receive a prompt to make this payment.
If you choose not to pay on line, the Town is only accepting certified checks or money orders payable to the Town of Greenwich, Human Resources Department. Personal checks or cash will not be accepted.
If you wish to drop the payment off in person, the HR Department is open Monday through Friday 8:00 a.m. to 4:00 p.m.
The fee is charged to defray the cost of processing applications. The fee is non-refundable and will not be returned if you decide you did not want to apply for that test, your application is disapproved, you do not take the test(s) or you are not successful on the examination. Also, the fee payment cannot be transferred to another examination.
Minimum Qualifications & Special Necessary Requirements:
1. AAS degree in Business, Legal Secretarial, Secretarial Science or a related field, plus 5 years of executive or professional secretarial or administrative assistant experience which includes 3 years in a legal/law office environment and 1 year experience supervising or overseeing staff or work processes, or
2. Education and experience equivalent to #1 above. However, all applicants must have 3 years work experience in a legal/law office environment and 1 year experience supervising or overseeing staff or work processes.
100% Written Examination
Pass/Fail Computer Skills (Word,Excel) Examination
All positions may be subject to an interview process.
The Town reserves the right to limit the number of qualified candidates who will be invited to participate in the examination, or any part thereof.
The eligible list containing the names of successful examination candidates will be in force for a minimum period of six (6) months, and will allow candidates to be considered for appointment to this position and any others in the same class, which may become available during that timeframe.
All outside candidates will be required to undertake and successfully pass a pre-employment medical examination, which includes a substance abuse test, given at the Town's expense prior to employment if conditionally offered a part time, full time or safety sensitive position.
Certain categories of Town employees (Police, Fire, Nurses, etc.) are at special risk of Hepatitis B and will be offered a protective vaccination beginning the first day of employment. New, regular full time employees will be required to demonstrate their vaccination status against Hepatitis B.
The Town of Greenwich has implemented a policy of background investigations all full and part time positions positions prior to hiring as part of the reference checking procedures for outside candidates. The investigation will only be conducted as the last step prior to an offer. Refusal to sign the release form will terminate the candidate's further consideration.
If claiming veteran's preference, proof (DD-214) must be submitted at the time of application.
Department : Law
Bargaining Status : GMEA
Salary Range : G-A
Job Code : 1130
Date Created : August, 1993
Last Amended : July 2007
Serves as secretary to Town Attorney and Town boards or commissions as assigned; distributes notices and committee assignments; prepares letters, proofreads and corrects draft of board minutes, maintains files and minute books. Maintains computerized record of all lawsuits and claims.
Drafts memoranda, etc., which includes legal and technical terminology composes and types correspondence, utilizing knowledge of departmental policy and regulations which may not be reviewed by supervisor.
Assists the Town Attorney in preparing annual report and budget; assists in administration and operation of the department.
Prepares departmental payrolls, time and leave sheets, purchase orders, service vouchers and ledger entries for payment of bills managing department budget. Corresponds with publisher of Town Charter and Code, and with bills subscribers.
Opens, reads, and distributes incoming mail, assembles pertinent files for and materials relevant to reply; maintains department files and reports; orders office supplies for department.
Prepares and proofreads legal documents including: motions, briefs, complaints and other pleadings and documents associated with Court proceedings, return of records in zoning cases, subpoenas, deeds, easements, liens, leases, contracts, general releases and ordinances.
Deals with the general public, screens calls and provides information as to where legal services may be obtained.
Knowledge of claims handling process, delinquent tax accounts, bankruptcies, record of lawsuits, and maintenance of Town Charter.
Performs other administrative duties as assigned to assist the Town Attorney in carrying out administrative responsibilities.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
Thorough knowledge of policies and procedures of the Town Law Department.
Thorough knowledge of the principles and practices of office management and supervision, and of standard record maintenance procedures applicable to the Law field.
Considerable knowledge of budget procedures.
Considerable knowledge of legal terminology, business English, grammar and arithmetic. Working knowledge of office operations and procedures.
Skilled in the operation of a personal computer and the Microsoft Office Suite for rapid accurate word processing, data entry, spreadsheets, computerized reports, etc.
Ability to operate standard equipment as required, including but not limited to, typewriter, personal computer, telephone, electronic calculator, adding machine, FAX and copying machine.
Ability to properly interpret and make decisions in conformance with laws, regulations and policies.
Ability to plan, organize, coordinate and supervise the work of an office staff performing varied secretarial duties.
Ability to accurately proofread; ability to make computations and tabulations with speed and accuracy.
Ability to compose letters and memoranda without dictation.
Ability to meet and tactfully and effectively act with administrative officers, establish and maintain satisfactory working relationships with other employees and with the general public.