Legal Secretary II Job at City of Tampa in Tampa

This position provides specialized and confidential legal secretarial and administrative support to one or more Assistant City Attorneys engaged in government litigation defense. The role requires a high degree of professionalism, discretion, and independent judgment in managing litigation-related tasks, court filings, and communication with internal departments, outside counsel, and the public. Work is performed under general supervision but requires initiative, attention to detail, and strict adherence to legal procedures and court rules. Work is reviewed while in progress and upon completion through observation and results obtained.

Responsibilities

• Draft, format, and proofread legal documents including pleadings, motions, subpoenas, discovery requests/responses, affidavits, and correspondence for attorney review and filing.
• Prepare and file legal documents with state and federal courts, including electronic filing (e-filing) in compliance with court rules and deadlines.
• Maintain litigation calendars, including hearings, depositions, trials, and filing deadlines; coordinate scheduling with internal departments, opposing counsel, and court personnel.
• Track and manage litigation case files (physical and electronic), including Legal Files database entries, document indexing, and archiving.
• Assist with trial preparation, including organizing exhibits, witness lists, and court notebooks. Conduct routine legal research using Westlaw or similar tools; compile data and prepare reports as needed.
• Screen and route incoming calls, emails, and correspondence; respond to inquiries from city departments, outside counsel, and the public regarding litigation matters.
• Process and track litigation-related invoices and expenses; assist with cost allocation and budget reporting.
• Maintain confidentiality of sensitive legal matters and ensure secure handling of privileged documents. Perform general administrative duties including transcription, scheduling, mail distribution, and supply management.
• Performs related work as required.

Knowledge, Skills & Abilities

• Strong knowledge of: legal terminology, court procedures, and litigation processes, particularly in government defense. Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Westlaw, electronic court filing systems, Legal Files (City’s Document & Case Management System), and OnBase (City’s web-based software system). Proficiency with Florida’s E-filing Portal, Hover, JAWS and PACER. Familiarity with municipal codes, government structure, and public records procedures.
• Skills in: strong organizational skills, with the ability to prioritize tasks, manage multiple deadlines, and maintain accurate records. Excellent written and verbal communication skills; ability to draft and edit legal documents with precision.
• Ability to: work independently, exercise sound judgment, and maintain effective working relationships with attorneys, city officials, and the public.

Minimum Qualifications

• Graduation from an accredited high school, preferably supplemented by legal secretarial coursework and at least three (3) years of responsible legal secretarial experience, preferably in litigation or government law; or an equivalent combination of training and experience.

Physical Requirements

• Mostly sedentary, indoors, ability to lift up to 25 lbs., requires extended use of computer, typing and viewing a monitor.

Salary Range: $26.07 - $39.10/hour; $4,518.80 - $6,777.33/month; $54,225.60 - $81,328.00/year