Government Jobs
Property Maintenance Legal Assistant
Government Jobs, Myrtle Beach, South Carolina, United States, 29577
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The purpose of this classification is to provide routine clerical and skilled clerical support to the Construction Services Property Maintenance Code Enforcement division. Essential Job Functions Greets visitors and the general public; provides information/assistance regarding department services, procedures, documentation, or other issues on the phone or in person; distributes forms and documentation; responds to routine questions or complaints related to cases; research problems/complaints related to property maintenance code enforcement cases. Maintains file system of various files/records and division records; ensures all property cases follow through the proper steps per city codes, prepares files; sorts/organizes documents to be filed; files documents in designated order; scans records into computer; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention; retrieves/replaces files; maintains reference materials such as vendor lists, code books, standard operating procedures, mailing lists or other materials. Assists department management and inspectors with routine and legal clerical tasks; makes and receives phone calls regarding property maintenance cases; verifies property ownership; completes lien filing request; communicates with attorney to file Lis Pendens and Liens; nullifies Lis Pendens and Liens; prepares reports; schedules and prepares legal ads to run in newspaper; completes FOIA requests for cases; schedules and attends meetings; prepares meeting agendas and packets; takes meeting minutes, etc. Answers incoming telephone calls; communicates with the general public, visitors, City staff and other individuals; provides routine assistance; refers callers to other staff members as appropriate; forwards calls to appropriate departments; takes messages. Distributes documentation between department/staff members and internal/external individuals/agencies; distributes/delivers incoming faxes, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; processes outgoing mail; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation. Relieves inspectors of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate action/response; records dictation; types, composes, edits, or proofreads correspondence on behalf of staff; records and/or transcribes correspondence, statements, minutes, or other information; keeps management informed of significant matters, messages, documentation, or other information. Reviews deadlines for tasks of inspectors and division personnel to ensure compliance. Coordinates various departmental meetings; prepares and distributes meeting agendas; contacts meeting participants; sets up meeting rooms, transcribes and prepares meeting minutes; maintains related files and correspondence. Assists Permit Technicians and Plan Expeditors when needed. Performs non-routine administrative duties in the absence of various department staff members in various department divisions. Communicates with supervisors, City officials and employees, vendors, local businesses, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems. Operates a personal computer, telephone, general office equipment, or other equipment necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software. Additional Functions Performs other related duties as assigned, requested and required. Minimum Qualifications Education and Experience: Associate's degree with course emphasis in office administration or secretarial sciences or paralegal with three (3) years of experience in administrative or clerical work; or high school diploma or GED supplemented by five (5) years of experience in administrative and clerical work. Experience in a legal office is strongly preferred. Licenses or Certifications: Must possess and maintain a valid driver's license. May be required to obtain a Notary Public designation. Special Requirements: None. Knowledge, Skills and Abilities: Knowledge of office equipment, processes, and practices. Knowledge of customer service principles. Knowledge of assigned department programs, policies and procedures. Knowledge of bookkeeping. Skill in typing. Skill in gathering information before taking action. Skill in marshalling resources to get things done. Skill in breaking down goals into achievable steps. Skill in communicating, both verbally and in writing. Skill in eliminating roadblocks in solving problems. Skill in performing addition, subtraction, multiplication, and division; calculating decimals, percentages, and fractions; and interpreting graphs. Skill in organizing. Ability to listen. Ability to establish rapport. Ability to pay attention to details. Ability to manage time. Ability to determine, calculate, tabulate, or summarize data/information. Ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations. Ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. Ability to utilize a wide variety of reference and descriptive data and information. Ability to carry out instructions furnished in written, oral, or diagrammatic form. Ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change. Physical Demands The work is sedentary work. The employee is occasionally required to exert up to 10 pounds of force to move objects. Additionally requires: crouching, handling, hearing voices, lifting, manual dexterity, mental acuity, reaching, repetitive motion, speaking, stooping, expressing ideas by the spoken word, and visual acuity in data/color/inspect defects or measurements. Tasks may require the ability to: sit for extended periods of time at a keyboard or work station. Work Environment Work is performed in an office setting where essential functions are regularly performed without exposure to adverse environmental conditions. Work is performed in a safe and secure work environment that may periodically have unpredicted requirements or demands. The City of Myrtle Beach has the right to revise this job description at any time. This description does not represent in any way a contract of employment. City of Myrtle Beach Benefits No Cost Health, Dental & Vision Insurance for Fulltime Employees 401K & 457 Plans Available State Retirement Employee Wellness Clinic Flex Spending Account Employee Assistance And much more Equal Opportunity Employer The City of Myrtle Beach commits to a policy of equal employment opportunity for applicants and employees, complying with local, state and federal laws. The City's policy is to employ qualified persons without discrimination on the basis of any protected characteristic, including race, color, religion, national origin, citizenship, sex, political affiliation, veteran's status, age, genetic information, sexual orientation, gender identity, to include transgender status, disability or status in any other group protected by federal/state/local law.
The purpose of this classification is to provide routine clerical and skilled clerical support to the Construction Services Property Maintenance Code Enforcement division. Essential Job Functions Greets visitors and the general public; provides information/assistance regarding department services, procedures, documentation, or other issues on the phone or in person; distributes forms and documentation; responds to routine questions or complaints related to cases; research problems/complaints related to property maintenance code enforcement cases. Maintains file system of various files/records and division records; ensures all property cases follow through the proper steps per city codes, prepares files; sorts/organizes documents to be filed; files documents in designated order; scans records into computer; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention; retrieves/replaces files; maintains reference materials such as vendor lists, code books, standard operating procedures, mailing lists or other materials. Assists department management and inspectors with routine and legal clerical tasks; makes and receives phone calls regarding property maintenance cases; verifies property ownership; completes lien filing request; communicates with attorney to file Lis Pendens and Liens; nullifies Lis Pendens and Liens; prepares reports; schedules and prepares legal ads to run in newspaper; completes FOIA requests for cases; schedules and attends meetings; prepares meeting agendas and packets; takes meeting minutes, etc. Answers incoming telephone calls; communicates with the general public, visitors, City staff and other individuals; provides routine assistance; refers callers to other staff members as appropriate; forwards calls to appropriate departments; takes messages. Distributes documentation between department/staff members and internal/external individuals/agencies; distributes/delivers incoming faxes, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; processes outgoing mail; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation. Relieves inspectors of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate action/response; records dictation; types, composes, edits, or proofreads correspondence on behalf of staff; records and/or transcribes correspondence, statements, minutes, or other information; keeps management informed of significant matters, messages, documentation, or other information. Reviews deadlines for tasks of inspectors and division personnel to ensure compliance. Coordinates various departmental meetings; prepares and distributes meeting agendas; contacts meeting participants; sets up meeting rooms, transcribes and prepares meeting minutes; maintains related files and correspondence. Assists Permit Technicians and Plan Expeditors when needed. Performs non-routine administrative duties in the absence of various department staff members in various department divisions. Communicates with supervisors, City officials and employees, vendors, local businesses, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems. Operates a personal computer, telephone, general office equipment, or other equipment necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software. Additional Functions Performs other related duties as assigned, requested and required. Minimum Qualifications Education and Experience: Associate's degree with course emphasis in office administration or secretarial sciences or paralegal with three (3) years of experience in administrative or clerical work; or high school diploma or GED supplemented by five (5) years of experience in administrative and clerical work. Experience in a legal office is strongly preferred. Licenses or Certifications: Must possess and maintain a valid driver's license. May be required to obtain a Notary Public designation. Special Requirements: None. Knowledge, Skills and Abilities: Knowledge of office equipment, processes, and practices. Knowledge of customer service principles. Knowledge of assigned department programs, policies and procedures. Knowledge of bookkeeping. Skill in typing. Skill in gathering information before taking action. Skill in marshalling resources to get things done. Skill in breaking down goals into achievable steps. Skill in communicating, both verbally and in writing. Skill in eliminating roadblocks in solving problems. Skill in performing addition, subtraction, multiplication, and division; calculating decimals, percentages, and fractions; and interpreting graphs. Skill in organizing. Ability to listen. Ability to establish rapport. Ability to pay attention to details. Ability to manage time. Ability to determine, calculate, tabulate, or summarize data/information. Ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations. Ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. Ability to utilize a wide variety of reference and descriptive data and information. Ability to carry out instructions furnished in written, oral, or diagrammatic form. Ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change. Physical Demands The work is sedentary work. The employee is occasionally required to exert up to 10 pounds of force to move objects. Additionally requires: crouching, handling, hearing voices, lifting, manual dexterity, mental acuity, reaching, repetitive motion, speaking, stooping, expressing ideas by the spoken word, and visual acuity in data/color/inspect defects or measurements. Tasks may require the ability to: sit for extended periods of time at a keyboard or work station. Work Environment Work is performed in an office setting where essential functions are regularly performed without exposure to adverse environmental conditions. Work is performed in a safe and secure work environment that may periodically have unpredicted requirements or demands. The City of Myrtle Beach has the right to revise this job description at any time. This description does not represent in any way a contract of employment. City of Myrtle Beach Benefits No Cost Health, Dental & Vision Insurance for Fulltime Employees 401K & 457 Plans Available State Retirement Employee Wellness Clinic Flex Spending Account Employee Assistance And much more Equal Opportunity Employer The City of Myrtle Beach commits to a policy of equal employment opportunity for applicants and employees, complying with local, state and federal laws. The City's policy is to employ qualified persons without discrimination on the basis of any protected characteristic, including race, color, religion, national origin, citizenship, sex, political affiliation, veteran's status, age, genetic information, sexual orientation, gender identity, to include transgender status, disability or status in any other group protected by federal/state/local law.