City of Enid

  • Legal Executive Assistant

    Deadline for Applications
    Employee Group
    Work Schedule
    Regular – 8 hour shift, typically 8:00 a.m. to 5:00 p.m., Monday through Friday. Overtime as required.
    Regular Full-Time
    USD $14.65/Hr.
    120 Legal
  • Position Description





    POSITION TITLE: Executive Assistant                          DEPARTMENT: Legal  


    POSITION CODE:  22-325                                             FLSA STATUS:  Non-Exempt


    POSITION REPORTS TO: City Attorney                        POSITIONS SUPERVISED: None.                                            

    BLS COMPARABLE:  43-6011, Executive Secretaries & Administrative Assistants


    Leadership:  Provides co-worker leadership to others through motivation, team building,

    and providing feedback.     


    • Subject to post offer, pre-employment drug screen.
    • Subject to a pre-employment criminal background check.
    • Keyboarding speed at 65 wpm.
    • Advanced Excel & Word skills.
    • English proficiency.


    POSITION PURPOSE: To provide clerical support and customer service to the general public in matters involving the efficient operation of Legal Services.



    • Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
    • Open, sort, and distribute incoming correspondence, including faxes and email. Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.  Demonstrate knowledge of legal processes necessary for docketing, basic legal research, and civil processes.
    •  Manage and maintain Attorneys’ schedules and travel arrangements.
    • File and retrieve municipal documents, records, and reports.
    • Provide customer service by greeting visitors, answering questions or responding to complaints, and determining whether they should be given access to specific individuals.
    • Prepare responses to correspondence containing routine inquiries.
    • Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
    • Prepare agendas and make arrangements for committee, board, and other meetings.
    • Assist in data entry and formatting final preparation of the annual budget, including proofreading and checking all figures.
    • Maintain confidentiality of records, including but not limited to private health information.
    • Provide assistance to other departments as needed.
    • Perform other duties as required.





    • The Legal division runs smoothly and efficiently.
    • Excellent customer service is provided to the public. Phones are answered and patrons are appropriately assisted.
    • Supply orders are placed in a timely and efficient manner.  Legal Staff has the materials they need to perform their jobs adequately.
    • Records are organized, filed, and easily retrieved.
    • Effective working relations exist with City personnel.
    • New employees are well trained and assisted. Management is appropriately informed.
    • Employee understands and adheres to applicable safety policies.
    • The City’s professional reputation is maintained.




    EDUCATION/EXPERIENCE:                  One-year certificate from college or technical school; and one year related experience and/or training; or equivalent combination of education and experience.               


    CERTIFICATES/LICENSES:                  Notary Public (within 6 months).


    REQUIRED KNOWLEDGE:                    Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.    


                                                                Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services.


    English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.


    Computer — Proficient personal computer skills including electronic mail, record-keeping, routine database activity to include development of spreadsheets, formulas, record tracking applications, word processing, graphics, etc.


    Specialized – Knowledge of legal processes and vocabulary.


    SKILLS/ABILITIES:                              Ability to maintain confidentiality.

    Handle multiple tasks simultaneously.

                                                                Accurate and attentive to detail.

    Excellent communications and public relations abilities.

    Ability to assist and support others.

    Able to operate telephone, PC, copier, fax machine, and other basic business machines.










    FINGER DEXTERITY:                      Manual dexterity sufficient to reach/handle items and work with the fingers.


    VISUAL ABILITIES:                          Normal vision, with or without corrective lenses.


    PHYSICAL STRENGTH:                   Exerts up to 10 lbs. of force occasionally. (Almost all office jobs.)  Sedentary physical activity performing non-strenuous daily activities of an administrative nature.  Extensive sitting.  Frequent use of arms, hands, and fingers to reach, handle, touch, and feel.


    LANGUAGE/COMPREHENSION:     Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents.  Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.  Ability to effectively present information to top management.


    REASONING ABILITY:                     Ability to define problems, collect data, establish facts, and draw valid conclusions.  Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.


    MATHEMATICS ABILITY:                 Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rates, ratio, and percent and to draw and interpret bar graphs.


    WORK SCHEDULE/HOURS:      Regular – 8 hour shift, typically 8:00 a.m. to 5:00 p.m., Monday through Friday. Overtime as required.


    Other–Variable lunch period and breaks in coordination with other office personnel.


    WORK CONDITIONS:                Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation.


    Noise level:                              Moderate noise (examples:  business office with computers and printers, light traffic).


    Other work conditions:             None.  





    4-6 years clerical or work in related field.

    7+ years specialized experience.

    Training or certification from vocational coursework.

    Associate's Degree or equivalent in related field.

    Specialized training in governmental processes.

    Certified paralegal

    Proficient knowledge of Great Plains.

    Advanced knowledge of Great Plains.

    Specialized training in legal processes.


    Knowledge of safety as it pertains to the job.














    Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected.


    All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.


    In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.


    I have reviewed this job description and I can perform the essential functions of this position, with or without, reasonable accommodations.  I have also received or have been offered a copy of this job description. 


    Printed Name__________________________ Date ___/____/____ Signature_______________________________




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