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Position Title:

Legal Assistant

Job Description:

Performs a variety of civil litigation and transactional support, research, and administrative/clerical functions for the civil division of the City Attorney’s Office.

About the Position:

Works for the City Attorney under the direct supervision of the Deputy Director of Operations in collaboration with individual City Attorneys. This is a professional position requiring collaborative teamwork skills, general understanding of accounting, thorough knowledge of legal processes, litigation procedures and filing requirements for all levels of court jurisdiction. Additionally, the skills required include the ability to perform and track many assignments, be proactive on projects, and develop consistent practices.

About the Team:

The Civil Division of the City Attorney’s Office serves as legal counsel to the elected officials and various departments of Salt Lake City Corporation. There are 20 attorneys in the division with 5 serving as litigation counsel to the City. There are 3 paralegals and 4 administrative support staff who support the handling of legal matters.

The office values and fosters professional growth and supportive legal secretary work. The office also encourages continued involvement in professional organizations to promote professional development.

Position Salary Range:

Legal Secretary I: $19.64 – $25.77

Legal Secretary II: $21.65 - $28.60

Legal Secretary III: $22.93 - $31.29

This position is eligible for full city benefits, including:

+ Health Insurance (95% of premium paid by city)

+ Dental, Vision and Life Insurance

+ Paid vacation and personal leave

+ Six to Twelve weeks of paid parental leave from day 1 of employment

+ Retirement contributions toward a pension plan and/or 401(k)

+ A robust Employee Assistance Plan (EAP)

+ Up to $4,000 tuition reimbursement annually

+ Discounted supplemental benefits like pet insurance and legal services

IMPORTANT: Early application submittal is encouraged. This position will close on October 17th, 2025 at 11:59 p.m. (MST)

Key Responsibilities:

Legal Secretary I

+ Prepares legal documents using legal terminology and in accordance with proper legal formats.

+ May draft ordinances, resolutions, contracts, and legal agreements. May be required to compose more routine and less complex material. Develops documents from rough drafts, final drafts, notes, meeting notes, or discussions.

+ Completes legal and court pleadings. Assists attorneys in preparing briefs, memoranda, motions and other written material for presentation to the Court or e-filing.

+ Answer telephones, greets and route visitors, appointments, and other persons as needed. Provides information and assistance to court officials, witnesses, outside attorneys and others.

+ Performs other secretarial and clerical functions for the City's Attorneys. Maintains computerized filing system following department/division policies and procedures. Files documents into appropriate case/issue files and ensures that files are up to date with all pertinent document information.

+ Maintains office law library and ensures that up-to-date legal subscriptions information is easily accessible.

+ Arranges meetings, confirming attendance and meeting room technical needs have been met.

+ May coordinate issuance of office supplies, stores, equipment, and furniture. May order supplies from warehouse or purchasing division. Prepares and processes requisitions and verifies completed orders. Prepares invoices, billings, travel requests, and other reports related to revenues collected and financial or budget statements. Processes checks for payment of bills and claims.

+ May open, date stamp and sort mail and distribute to staff.

+ Calendars meetings and court dates in order to remind staff of appointments.

+ Supports agreement processing for experts, outside counsel, or other agencies.

+ Other related duties as assigned.

Legal Secretary II

+ Interviews and interacts with clients and witnesses in civil and/or criminal case preparation, locates, obtains, and disseminates information. Analyses and summarizes factual data. May be required to receive and send short notice subpoenas to appropriate parties.

+ Reviews and updates cases or claims to determine ongoing document and information needs and to maintain document control tracking and tracing.

+ Following Bureau of Criminal Identified (BCI) Training, you will serve as a user in the Versadex system containing Criminal Justice information, to access and fulfill administrative responsibilities.

+ Other related duties as assigned.

Legal Secretary III

+ Civil litigation support, which may include electronic filing in federal/state court, subpoenas, document production and organization, docketing, deposition scheduling and support, and other litigation-related tasks.

+ Transactional support, which may include compilation/review of documents, claim processing, ordinance/resolution preparation, and plat review.

+ Draft and format legal documents in accordance with proper legal formats. Assist attorneys in preparing briefs, memoranda, motions, and other written material for presentation to courts, agencies, etc.

+ Electronically file documents into appropriate case/issue files and ensure that files are up to date with all pertinent information.

+ May work on accounting matters and use the City’s financial accounting software to access reports, process payments, etc.

+ Other duties as assigned.

Minimum Qualifications:

Legal Secretary I

+ Graduation from high school or the equivalent and two years' work experience in an office performing secretarial duties, including a minimum of six months in a legal office or an equivalent legal secretarial course.

+ The hiring authority can use their discretion to require proficiency in the use of word processing, spreadsheet and records management software, including specialized legal office software calendar and legal research programs, BCI access, and ability to type 60 wpm.

+ .

+ Knowledge of modern office procedures, legal terminology, business English, grammar, correspondence formats and composition.

+ Ability to schedule appointments through Outlook, perform research, develop and maintain computerized filing system and keep orderly records.

+ Working knowledge of standard office machinery and equipment.

+ Ability to relate well with co-workers, supervisors, public officials, attorneys, court officials, police officers, other employees and the general public.

Legal Secretary II

+ Graduation from high school or the equivalent and four years' work experience as a legal secretary including two years in a city attorney's office, or the equivalent, performing legal secretarial and staff support duties. Paralegal or Legal Assistant training may be substituted on a year for year basis for one of the four years experiential requirement for external candidates. Paralegal or Legal Assistant training may be substituted on a year for year basis for two of the four years experiential requirement for those that have received Paralegal experience within the City.

+ Demonstrated proficiency in the use of computer Systems utilized by City Attorney

+ Demonstrated proficiency with personal computer for word processing.

+ Knowledge of modern office procedures, legal terminology, business English, grammar, correspondence formats and composition.

+ Ability to schedule appointments, organize personal and attorneys’ workloads, do research, develop and maintain complex computerized filing system and keep orderly records.

+ Ability to relate well with co-workers, supervisors, public officials, attorneys, court officials, police officers, other employees and the general public.

+ Ability to read and interpret policies, regulations, procedures, ordinances and statutes.

Legal Secretary III

+ Graduation from high school or equivalent and six years' work experience performing legal secretarial and staff support duties.

+ Extensive experience with personal computers and various software programs used for case filing, records management, case/claim status, and document formats and templates.

+ Ability to perform tasks using discretion and independent judgment to fulfill job duties and design and develop processes.

+ Ability to relate well to co-workers, supervisors, public officials, attorneys, court officials, police officers, other employees, and the public.

PREFERRED QUALIFICATIONS

Legal Secretary III

+ Working knowledge of Microsoft Office Suite and Adobe Acrobat.

+ Ability to obtain Notary in the State of Utah within six months of hire

+ Familiarity with Workday

WORKING CONDITIONS:

+ Light physical effort. Handling of light weights and pleasant working conditions with little or no exposure to hazards. May be exposed to discomfort associated with computer screens.

+ Exposure to stress as a result of human behavior.

Career Ladder Note:

+ After successful performance in the working level Secretary I position, during which time incumbent demonstrates ability to perform and accept responsibility for the various higher level duties, they may be promoted to Legal Secretary II. This career ladder move is based on incumbent meeting all minimum qualifications for the Legal Secretary II, supervisor recommendation, availability of funds and concurrence of the Department of Human Resources.

+ After successful performance in the Legal Secretary II position, during which time incumbent demonstrates ability to perform and accept responsibility for the various higher level duties, they may be promoted to Legal Secretary III. This career ladder move is based on incumbent meeting all minimum qualifications for the Legal Secretary III, supervisor recommendation, availability of funds and concurrence of the Human Resources Department.

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified.

All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

POSITION TYPE

Full-Time

POSITION SALARY RANGE

Legal Secretary I: $19.64 – $25.77

Legal Secretary II: $21.65 - $28.60

Legal Secretary III: $22.93 - $31.29

DEPARTMENT

Attorney's Office

Full Time/Part Time:

Full time

Scheduled Hours:

40

Salt Lake City is a place where your skills and dedication directly contribute to the community. With a team serving over 200,000 residents, we take pride in delivering meaningful work—from maintaining infrastructure to shaping public programs—with integrity and professionalism.

We value experience, accountability, and results. Our organization recognizes talent and rewards contribution, offering employees opportunities to grow, lead, and make a lasting difference.

If you're driven by public service and want to help shape the future of our city, we’d love to work with you.

Salt Lake City offers a competitive and well-rounded benefits package designed to support your health, financial future, and professional growth. To learn more, visit our Benefits & Wellness (https://www.slc.gov/hr/benefits-and-wellness/) site.

Health & Wellness

+ 95% City-paid medical insurance

+ Dental, vision, life insurance

+ HSA (with $1,000–$2,000 City contribution)

+ Wellness clinic for employees & families

+ Robust Employee Assistance Program (EAP)

Financial Perks

+ Tuition reimbursement (up to $4,000/year)

+ Retirement contributions (pension and/or 401(k))

+ Discounted pet insurance, legal services, and more

Thinking about applying or weighing another offer?

Use our Total Compensation Calculator (https://tools.slc.gov/totalcompensation/) to see the true value of your job offer—including salary, benefits, retirement, and more.

We know time away from work is essential for rest, personal needs, and family life. Salt Lake City offers generous paid leave to help you recharge and stay balanced. To learn more, visit our Benefits & Wellness (https://www.slc.gov/hr/benefits-and-wellness/paid-leave/) site.

+ 12 vacation days to start

+ 12 paid holidays + 1 personal holiday

+ Up to 80 hours personal leave annually

+ 6 - 12 weeks of paid parental leave

+ Bonus leave credit for eligible rehires & public sector transfers

Our Recruitment Team is ready to assist you throughout the entire hiring process—from questions about job openings to application support. Reach the Recruitment Team at 801-535-6699Or email: [email protected]

The City is committed to the full inclusion of all qualified individuals. As part of this commitment, Salt Lake City will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources at 801-535-7900.

Salt Lake City is proud to be a partner of the Utah Patriot Program, providing employment opportunities for Veterans, Military and spouses. We are also a proud National Service Partner.