LEGAL ADMINISTRATIVE ASSISTANT

DESCRIPTION

The City of Long Beach City Attorney's Office is recruiting for a full-time Unclassified Legal Administrative Assistant. The Legal Administrative Assistant is an unclassified at-will position reporting directly to the Legal Administrator. The role is an exciting and challenging opportunity with significant responsibility performing a wide-range of administrative support for the City Attorney Team.

EXAMPLES OF DUTIES

• Provides back-up for Payroll Personnel related duties, which to include but not limited to collecting, tracking monitoring time sheets; entering payroll; submitting payroll corrections; retrieving mail and completion of HR1 changes and updates.
• Assists with Leaves and Benefit enrollment.
• Assists with responding to PRA's (Public Record Act).
• Prepares and/or reviews purchasing requests.
• Reviews, approves and ensures legal invoices are submitted accurately and timely.
• Send reminder letters to outside vendors.
• Deals with department management team, and peers as well as with a variety of individuals from outside City such as consultants, vendors or other jurisdictions.
• Assists with providing billing reports and inventory of claims.
• May assist with preparing and submit Journal Entries (JE’s), and setting up new vendor contracts, for legal services.
• May accept, distribute and process subpoenas.
• Provides telephone coverage, as needed.
• Other duties as assigned

REQUIREMENTS TO FILE

• One-year full time payroll personnel experience;
• High School Diploma, GED or equivalent certification.

Successful Candidate Will Demonstrate:

• Proficiency with using BPREP, Munis, NeoGov and Sterling and ability to learn and adapt to other system (City Law).
• Familiarity with the City’s administrative regulations, financial policies and procedures.
• Exceptional customer service skills.
• Ability to communicate effectively, both orally and in writing, at all levels of the organization.
• Strong analytical skills and attention to detail.
• Ability to consistently produce a professional work product in a timely manner.
• Proficiency with computers, including internet, email, and office productivity software (i.e. Microsoft Office products).
• Ability to maintain strict confidentiality.

SELECTION PROCEDURE

This recruitment will close on Wednesday, January 22, 2025. To be considered, applicants must submit a complete application packet which includes an online application, supplemental questionnaire, proof of degree(s), and a cover letter and resume in PDF format. The application, cover letter and resume should highlight all areas in which applicants have developed expertise, matching their professional experience as it relates to the position.

Incomplete application packets that clearly do not meet the minimum requirements will not be considered. The most qualified applicants will be invited to continue in the selection process.

The City of Long Beach is an Equal Opportunity Employer. We value and encourage diversity in our workforce. The City of Long Beach is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. We are committed to promoting transparency by publishing updated demographic information for employees, including workforce diversity data and pay by race and gender.

The City of Long Beach will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the City of Long Beach has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting https://calcivilrights.ca.gov/fair-chance-act

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Closing Date/Time: 1/22/2025 11:59 PM Pacific

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• City of Long Beach

• 5625707057

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