Under general supervision, performs administrative and secretarial duties in support of department operations.

• Provides administrative support; receives visitors, answers phones, produces memoranda, letters, and reports; maintains personnel and attendance records; maintains files.
• Responds to phone calls and correspondence from citizens, co-workers, outside counsel, other governmental agencies; determines the nature of inquires; provides information to lawyers for answers, opinions, or recommendations.
• Responds to citizen's inquiries regarding the filing of tort claims, the status of a claim, or disposition of a claim.
• Drafts confidential and specialized pleadings, discovery documents; internal memorandum, letters, and other papers for specific assignments or cases.
• Prepares subpoenas, witness fees, and expenses.
• Coordinates witnesses and appearance times for depositions and trials.
• Maintains docketing system for litigation.
• Calculates response dates for legal deadlines.
• Researches, compiles, sorts, and calculates data from files and other sources to prepare statistical reports.
• Prepares Trial notebooks and exhibits.
• Transcribes dictation, composed letters and memos for attorney's signatures.
• Solicits, compiles, and summarizes data from other governmental agencies.
• Prepares and finalizes travel arrangements for attorneys.
• Enrolls personnel in training programs.
• Processes employee time sheet corrections; researches Human Resources issues; tracks and initiates employee evaluations.
• Trains personnel; answers questions from other departments and the general public.
• Updates and maintains the law library.
• Edits contracts, Ordinances and Resolutions.
• Maintains Litigation Audit Reports.
• Delivers and files documents to the court house, law firms and businesses.
• Maintains a database for organization and numbering of Ordinances.
• Maintains database for checking in and out contracts.
• Ensures requisitions for purchases and processes pay authorizations.
• Assists in the maintenance of the annual Operations and Maintenance Budget.
• Processes paperwork for Workers Compensation in conjunction with the Human Resource Department; processes FMLA paper work.
• Takes, transcribes, and distributes minutes of staff meetings.
• Opens, sorts, and distributes mail; obtains signatures as required.
• Processes and mails Open Record Requests and Tort Claims.
• Schedules meetings and events and maintains calendar of appointments.
• Prepares and enters agenda items.
• Prepares the conference room for depositions and meetings.
• Orders office supplies for the department.
• Prepares Litigation documents for filing and maintains a confidential computerized filing system.
• Collects all data received and processes information for submission of the Monthly Activity Report to the City Manager's Office.
• Completes high volume copy jobs.
• Sends and receives faxes.
• Processes Payment Authorizations for the Legal Department's monthly expenses to all vendors, as well as judgments and settlements and all other miscellaneous expenses (mileage, filing, etc.)
• Creates, maintains and closes files/notebooks.
• Reconcile monthly Credit Card Expense Reports
• Performs other duties as assigned.

Requires a High School Diploma or GED equivalent, supplemented by one to two years of related experience; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Possession of or ability to readily obtain a valid Driver's License issued by the State of Oklahoma for the type of vehicle or equipment operated.

Tasks involve the ability to exert minimal physical effort in sedentary work, typically involving some combination of balancing, crouching, feeling, handling, hearing, kneeling, mental acuity, reaching, repetitive motion, speaking, standing, talking, visual acuity, walking and which involves some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (up to 10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

An offer of employment is contingent on the verification of credentials and other information required by the City of Broken Arrow policies, including the successful completion of a background check and drug/physical screening.

City of Broken Arrow is an Equal Opportunity Employer and values diversity at all levels of the workforce. Employment selection and related decisions are made without regard to sex, sexual orientation, gender identity, race, age, disability, religion, national origin, ethnicity, color, genetic information, marital status, or any other protected class. Broken Arrow is committed to reasonable accommodation, and a smoke free/drug free workplace.