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Job Description

Posting Open Until Filled

General Description And Classification Standards

This position supports the Legal Operations Team within the City Attorney Group of the Department of Law, which supports the operational and administrative needs of the Department, specifically in the areas of finance/budgeting, HR and personnel-related actions, IT support and general office management.

The position conducts the following:

• Supports HR liaison with TAD preparation and routing, personnel ordinance drafts, various leave requests, etc.
• Conducts new employee onboarding and offboarding, including submitting of requests to Vacancy Review Board, submitting requisitions for job postings in ATL Cloud, creating and maintaining departmental personnel files and conducting new employee orientation.
• Orders standard office supplies including staff business cards and other special-order items as needed
• Receives and tracks resumes via the resume repository and resume tracking tool
• Arranges and manages the candidate interview process including scheduling candidate and interviewers, and conference rooms
• Provides training to staff on Kronos, ATL Cloud, Concur Travel Portal, Legal Files, and various other city-wide systems
• Assists staff with submission of expense reimbursements and advance requests
• Assists with payroll closeout and report generation; organizes and maintains payroll records
• Assists with annual budget preparation and performs general accounting duties
• Prepares vendor and outside counsel disbursements and invoices for processing by Accounts Payable including purchase requisitions, and purchase orders
• Prepares departmental credit card reconciliation for approval and submits to Finance for processing
• Processes budget adjustments and journal entries in Blackline Software System
• Assists with meeting and event planning, including contacting vendors, ordering and receiving food, room set-up, securing venue, etc.
• Provides back up front-desk assistance to Office Support Assistants as needed
• Assists with design, maintenance, and content update of Department of Law websites (public and internal)
• Provides basic technical support for commonly used applications and devices (particularly Legal Files)
• Routinely gathers, analyzes, reviews, and classifies data
• May attend Finance, HR, AIM, and Procurement meetings as Legal Operations representative
• Operates the Department of Law’s document management system with proficiency

Qualifications

Minimum Qualifications

Associates degree in business management or office administration, or High School Diploma with at least six (6) years of work experience in an office environment as an administrative assistant or secretary, or customer service role.

Preferred Qualifications

Associates degree in in business management or office administration, or high school diploma with eight (8) years or more of work experience in an office environment as an administrative assistant, secretary or customer service role.