Legal Secretary I - City
The City of Oklahoma City, Oklahoma City, OK, United States
Pay and Fair Labor Standards Act (FLSA) Status
Pay Range: 605NE
Annual Rate: $47,000.88 - $85,503.60
FLSA Status: Non-Exempt
The normal starting pay for this position is the minimum of the pay range listed above. A higher rate of pay may be considered, dependent on the qualifications and experience of the selected applicant and/or the City’s step placement policy.
Job Summary
This Legal Secretary I position is located in the Criminal Justice Division of the Office of the Municipal Counselor and is under the supervision of the Criminal Justice Division Head. The employee in this position utilizes computers, standard office software, and other electronic equipment to produce and edit legal documents, correspondence, memorandums and reports; the employee must be proficient in proper grammar, spelling, and punctuation. Specific knowledge of legal terminology, document formatting, document editing, file organization, and law office practices and procedures is essential but may be acquired after assuming the position. The Legal Secretary I must be able to provide administrative support to the Division’s attorneys and effectively and professionally communicate with City officials, outside attorneys, vendors, members of the public, police officers, and employees within the office. An employee in this position will be required to maintain confidentiality and demonstrate ability to work under pressure and work independently. Additional duties may be assigned as required by the Criminal Justice Division Head. All positions within this office serve under the direction of the Municipal Counselor and may be assigned to another division based on the needs of the office.
Veterans Preference
Honorably discharged veterans of the United States Active Duty Armed Forces, National Guard, and Reserve Forces who are not currently employed full-time by the City of Oklahoma City and who meet the qualifications for the position shall be given preference. To receive preference, veterans must submit verification of honorable discharge from the United States military service (Department of Defense Form DD214 or NGB Form 22) prior to the closing date of the vacancy announcement.
Job Qualifications
Knowledge of and skill in applying rules of grammar, spelling and punctuation.
Knowledge of and skill in operating a personal computer using word processing and spreadsheet software packages.
Knowledge of and skill in operating standard office machines and equipment.
Skill in oral and written communication using tact and diplomacy.
Skill in following verbal and written instructions.
Skill in recording information.
Skill in typing accurately (minimum 45 wpm).
Ability to learn and apply knowledge of Department and City-wide practices and procedures.
Ability to work under pressure and work independently.
Competencies
One City, One Team (Teamwork/Team Oriented)
(1) Recognizes, values, and leverages the ideas, opinions, and perspectives of others; (2) participates willingly and effectively as a team lead or team member; (3) builds consensus; fosters team commitment, spirit, pride, and trust; (4) collaborates with others to accomplish goals and objectives and achieve results; (5) expresses facts, ideas, messages, and information (technical and non-technical) to individuals or groups clearly, concisely, accurately, understandably, with honesty, tact, and diplomacy and in a manner that is appropriate for the intended audience; (6) actively listens, clarifies information as needed; (7) [Core Value One City, One Team] shares information, resources and solutions across departments; (8) [Core Value One City, One Team] asks for help early and offers it often; (9) [Core Value One City, One Team] collaborates across teams before decisions are made.
Service First (Customer Centric)
(1) Demonstrates commitment to public service; (2) serves and satisfies internal and external customers in a timely and effective manner; (3) establishes, commits to, and maintains high standards for producing quality work products and being responsive to customers; (4) supports the Department/City's mission; develops and executes strategies with the customer in mind; (5) [Core Value Service First] acts quickly and follows through until the job is complete; (6) [Core Value Service First] serves everyone with genuine respect, diligence and professionalism; (7) [Core Value Service First] makes decisions with the people we serve in mind.
Respect Always (Leads Through Influence)
(1) Persuades others; builds consensus through give and take; (2) gains cooperation from others to obtain information and accomplish goals; (3) works with others towards achieving agreements that may involve exchanging resources or resolving differences; (4) understands the concepts, practices, and techniques used to identify, engage, influence, and monitor relationships with individuals and groups connected to a work effort including those actively involved; (5) leads through influence over the process and its results, and those who have a vested interest in the outcome (positive or negative). (6) [Core Value Respect Always] listens with curiosity and speaks with care; (7) [Core Value Respect Always] embraces different perspectives and lived experiences; (8) [Core Value Respect Always] gives feedback constructively and receives it openly.
Own the Outcome (Execution and Results)
(1) Sets well-defined and realistic goals and high standards of performance for self or self and others; (2) displays a high level of initiative, effort, and commitment toward performing work; (3) completes assignments in a thorough, accurate, and timely manner, and delivers results; (4) works with minimal supervision; is motivated to achieve, and demonstrates responsible behavior; (5) demonstrates understanding of all aspects of the job and application of accrued knowledge in carrying out duties and responsibilities; technical knowledge; skill in the techniques, equipment, procedures, and work required; (6) recognizes opportunities and takes action for improvement to programs, policies, procedures, practices and processes; (7) understands and is able to apply the principles, methods, and tools of quality improvement; (8) collects, examines, analyzes, and interprets data from a variety of sources; (9) makes data-driven recommendations/decisions and achieves results; (10) effectively achieves results through others to achieve the Department or City's mission; (11) [Core Value Own the Outcome] takes initiative to fix it or escalates issues; (12) [Core Value Own the Outcome] follows through on commitments; (13) [Core Value Own the Outcome] speaks up when accountability is missing.
Keep Getting Better (Commitment to Continuous Improvement)
(1) Recognizes opportunities for improvement with regard to programs, policies, procedures, practices, and processes; (2) understands and is able to apply the principles, methods, and tools of quality improvement; (3) collects, examines, analyzes, and interprets data from a variety of sources; (4) makes data-driven recommendations/decisions and achieves results; (5) [Core Value Keep Getting Better] takes time to reflect and act on what is working and what is not; (6) [Core Value Keep Getting Better] learns from mistakes without blaming; (7) [Core Value Keep Getting Better] supports self and other’s development and growth.
Empathetic Leadership
(1) Fosters a workplace where employees are engaged; (2) seeks to know and learn about, and respects the values, attitudes, and beliefs of others; (3) welcomes varied ideas, perspectives, and thoughts when carrying out the work of the organization and making decisions; (4) builds trust through transparency, open communication, feedback, consistency, and humility; (5) seeks to build high performing teams through practices that demonstrate a commitment to hiring the most qualified candidates; promotes advancement opportunities for all (e.g., coaching, mentoring, providing personal and professional development opportunities); (6) resolves conflict and maintains effective working relationships with others through open dialogue, collaboration, empathy, active listening, understanding, tact, diplomacy, and professionalism; (7) treats others with fairness and dignity; (8) demonstrates emotional maturity; and (9) recognizes contributions and celebrates accomplishments. Note: This competency is not applicable for employees who are not supervisors.
Judgment
(1) Plans, coordinates, and executes business functions efficiently, effectively, and in a fiscally responsible manner; (2) identifies risks and develops and implements measures to avoid, mitigate, or minimize those risks; (3) makes effective, timely, well-informed, objective and transparent work-related decisions; (4) exhibits emotional maturity and stability, effectively manages conflict and remains optimistic and calm during stressful situations; (5) uses resources effectively to achieve results aligned with organizational priorities; (6) applies understandings of financial management/budgeting principles to ensure decisions are fiscally sound and responsible and in accordance with policies, procedures, processes, rules, regulations, and laws; (7) makes business decisions that drive positive, fiscally responsible performance; (8) manages ambiguity, business insight, financial acumen, makes decisions using data and insight that achieves the best outcome for the department and City.
Talent Development
(1) Provides tools, materials, equipment, and resources; (2) provides performance feedback, coaching, mentoring, encouragement, and support; (3) discusses personal and professional goals; (4) provides formal and informal learning and development opportunities that support achievement of personal and professional goals; (5) attracts and develops talent; (6) manages performance throughout the department or City; (7) sets the leadership tone for area of responsibility. Note: This competency is not applicable for employees who are not supervisors.
Strategic Thinking
(1) Thinks conceptually, imaginatively, and systematically; (2) envisions the future; (3) defines the vision, direction, and goals; (4) develops a road map for achievement; (5) anticipates change and plans for it; (6) considers long-term value and consequences; (7) influences others to achieve results; (8) understands where the organization is headed; knows the organization's mission and functions, and how its social, political and technological systems work; (9) aligns business strategies to long-term success of the City; (10) sets the vision, direction and compelling course of action; (11) operates effectively within the systems, programs, policies, procedures, codes, ordinances, rules and regulations of the organization; (12) knows industry and stays ahead of best practices; (13) understands the political environment, management priorities, staff roles and responsibilities, and grasps external factors impacting the organization; (14) identifies when issues need to be escalated to higher authorities and effectively alerts appropriate officials.
Agility
(1) Values collaboration, communication and feedback and is flexible and open to new ideas; (2) learns rapidly and transforms learning into action; (3) examines processes and practices to perform work most effectively; (4) demonstrates courage and willingness to take calculated risks; (5) assesses readiness; proposes new approaches, methods and technologies plans, implements, and evaluates change in a transparent, positive and thoughtful manner; (6) exhibits emotional maturity and stability, effectively manages conflict and remains optimistic and calm during stressful situations; (7) rapidly adapts to change and leads others through change while producing tangible results and identifying new opportunities.
Physical Demands
Near vision enough to read and draft written communication such as letters, standard records, reports, computer printouts, etc.
Speech and hearing enough to communicate clearly and distinctly in person and by telephone.
Arm-hand steadiness and finger dexterity enough to operate equipment such as keyboard, mouse, scanning equipment, telephone, and other office equipment.
Mobility enough to frequently sit, stand and move one’s self from place to place during the workday.
Working Conditions
Primarily indoors in a climate-controlled environment, subject to sitting, standing, walking, or using a telephone for extended periods of time.
Subject to constant and loud noises caused by objects such as a telephone, office machines, etc.
Subject to continuous exposure to light and glare from objects such as a computer monitor.
Occasionally required to work hours beyond the normal scheduled work hours.
Total Rewards
At the City of Oklahoma City, our Total Rewards package is designed to honor your service, fuel your growth, and support every part of your life. We offer:
Competitive pay
An average of $22,000 annually contributed toward your benefits and retirement
A comprehensive package designed to support your health and wellness, financial security, work-life balance, and personal and professional growth and development
Other Details
Pay Method: City employees are required to receive pay electronically, either via direct deposit or pay card.
Former Employees: If this position is open to external applicants and you are a former employee, you must be eligible for rehire to participate in any selection process. If you are unsure of your rehire status, please contact the Human Resources Department at (405) 297-2530. If your rehire status has been coded “Not Eligible,” “Eligible 3,” or “Conditional,” you will need to request a review of your rehire status through the Human Resources Department’s Employee and Labor Relations Division.
Background Investigation, Drug Testing, Physical Examination: Upon a conditional offer of employment/acceptance of the position, the City of Oklahoma City will conduct a criminal history background check for external applicants. Applicants will be provided contact information for any third-party reporting agencies used to collect background information in connection with conditional offers of employment.
Driver License: If the position accepted includes a driver license (commercial or non-commercial) Job Requirement, the City of Oklahoma City will obtain a Motor Vehicle Report for internal and external applicants.
Safety Sensitive: If the position accepted is safety sensitive and/or a driving position, internal and external applicants will be provided a copy of the City of Oklahoma City’s Drug and Alcohol Testing Policy prior to being directed for a drug test. A copy is also available at the link below: HRB 25-01 Drug and Alcohol Testing Procedure
Cyber Security: If the position accepted is cyber security sensitive, internal and external applicants will be subject to a Criminal Justice Information Services (CJIS) Interstate Identification Index (III) Fingerprint Background check. Additionally, employees in this job classification must complete Level 4 Security Awareness Training and pass an online certification test.
Physical Requirement: If the position accepted includes a lift/push/pull/carry Physical Requirement of 25 pounds and greater, internal and external applicants will be directed for a physical examination.
Equal Opportunity Employer
The City of Oklahoma City will not discriminate against any applicant or employee because of race, color, religion, sex (including pregnancy, actual or perceived sexual orientation, and gender identity and/or expression), national origin, age, disability (mental or physical) and genetic information (including family medical history).
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Pay Range: 605NE
Annual Rate: $47,000.88 - $85,503.60
FLSA Status: Non-Exempt
The normal starting pay for this position is the minimum of the pay range listed above. A higher rate of pay may be considered, dependent on the qualifications and experience of the selected applicant and/or the City’s step placement policy.
Job Summary
This Legal Secretary I position is located in the Criminal Justice Division of the Office of the Municipal Counselor and is under the supervision of the Criminal Justice Division Head. The employee in this position utilizes computers, standard office software, and other electronic equipment to produce and edit legal documents, correspondence, memorandums and reports; the employee must be proficient in proper grammar, spelling, and punctuation. Specific knowledge of legal terminology, document formatting, document editing, file organization, and law office practices and procedures is essential but may be acquired after assuming the position. The Legal Secretary I must be able to provide administrative support to the Division’s attorneys and effectively and professionally communicate with City officials, outside attorneys, vendors, members of the public, police officers, and employees within the office. An employee in this position will be required to maintain confidentiality and demonstrate ability to work under pressure and work independently. Additional duties may be assigned as required by the Criminal Justice Division Head. All positions within this office serve under the direction of the Municipal Counselor and may be assigned to another division based on the needs of the office.
Veterans Preference
Honorably discharged veterans of the United States Active Duty Armed Forces, National Guard, and Reserve Forces who are not currently employed full-time by the City of Oklahoma City and who meet the qualifications for the position shall be given preference. To receive preference, veterans must submit verification of honorable discharge from the United States military service (Department of Defense Form DD214 or NGB Form 22) prior to the closing date of the vacancy announcement.
Job Qualifications
Knowledge of and skill in applying rules of grammar, spelling and punctuation.
Knowledge of and skill in operating a personal computer using word processing and spreadsheet software packages.
Knowledge of and skill in operating standard office machines and equipment.
Skill in oral and written communication using tact and diplomacy.
Skill in following verbal and written instructions.
Skill in recording information.
Skill in typing accurately (minimum 45 wpm).
Ability to learn and apply knowledge of Department and City-wide practices and procedures.
Ability to work under pressure and work independently.
Competencies
One City, One Team (Teamwork/Team Oriented)
(1) Recognizes, values, and leverages the ideas, opinions, and perspectives of others; (2) participates willingly and effectively as a team lead or team member; (3) builds consensus; fosters team commitment, spirit, pride, and trust; (4) collaborates with others to accomplish goals and objectives and achieve results; (5) expresses facts, ideas, messages, and information (technical and non-technical) to individuals or groups clearly, concisely, accurately, understandably, with honesty, tact, and diplomacy and in a manner that is appropriate for the intended audience; (6) actively listens, clarifies information as needed; (7) [Core Value One City, One Team] shares information, resources and solutions across departments; (8) [Core Value One City, One Team] asks for help early and offers it often; (9) [Core Value One City, One Team] collaborates across teams before decisions are made.
Service First (Customer Centric)
(1) Demonstrates commitment to public service; (2) serves and satisfies internal and external customers in a timely and effective manner; (3) establishes, commits to, and maintains high standards for producing quality work products and being responsive to customers; (4) supports the Department/City's mission; develops and executes strategies with the customer in mind; (5) [Core Value Service First] acts quickly and follows through until the job is complete; (6) [Core Value Service First] serves everyone with genuine respect, diligence and professionalism; (7) [Core Value Service First] makes decisions with the people we serve in mind.
Respect Always (Leads Through Influence)
(1) Persuades others; builds consensus through give and take; (2) gains cooperation from others to obtain information and accomplish goals; (3) works with others towards achieving agreements that may involve exchanging resources or resolving differences; (4) understands the concepts, practices, and techniques used to identify, engage, influence, and monitor relationships with individuals and groups connected to a work effort including those actively involved; (5) leads through influence over the process and its results, and those who have a vested interest in the outcome (positive or negative). (6) [Core Value Respect Always] listens with curiosity and speaks with care; (7) [Core Value Respect Always] embraces different perspectives and lived experiences; (8) [Core Value Respect Always] gives feedback constructively and receives it openly.
Own the Outcome (Execution and Results)
(1) Sets well-defined and realistic goals and high standards of performance for self or self and others; (2) displays a high level of initiative, effort, and commitment toward performing work; (3) completes assignments in a thorough, accurate, and timely manner, and delivers results; (4) works with minimal supervision; is motivated to achieve, and demonstrates responsible behavior; (5) demonstrates understanding of all aspects of the job and application of accrued knowledge in carrying out duties and responsibilities; technical knowledge; skill in the techniques, equipment, procedures, and work required; (6) recognizes opportunities and takes action for improvement to programs, policies, procedures, practices and processes; (7) understands and is able to apply the principles, methods, and tools of quality improvement; (8) collects, examines, analyzes, and interprets data from a variety of sources; (9) makes data-driven recommendations/decisions and achieves results; (10) effectively achieves results through others to achieve the Department or City's mission; (11) [Core Value Own the Outcome] takes initiative to fix it or escalates issues; (12) [Core Value Own the Outcome] follows through on commitments; (13) [Core Value Own the Outcome] speaks up when accountability is missing.
Keep Getting Better (Commitment to Continuous Improvement)
(1) Recognizes opportunities for improvement with regard to programs, policies, procedures, practices, and processes; (2) understands and is able to apply the principles, methods, and tools of quality improvement; (3) collects, examines, analyzes, and interprets data from a variety of sources; (4) makes data-driven recommendations/decisions and achieves results; (5) [Core Value Keep Getting Better] takes time to reflect and act on what is working and what is not; (6) [Core Value Keep Getting Better] learns from mistakes without blaming; (7) [Core Value Keep Getting Better] supports self and other’s development and growth.
Empathetic Leadership
(1) Fosters a workplace where employees are engaged; (2) seeks to know and learn about, and respects the values, attitudes, and beliefs of others; (3) welcomes varied ideas, perspectives, and thoughts when carrying out the work of the organization and making decisions; (4) builds trust through transparency, open communication, feedback, consistency, and humility; (5) seeks to build high performing teams through practices that demonstrate a commitment to hiring the most qualified candidates; promotes advancement opportunities for all (e.g., coaching, mentoring, providing personal and professional development opportunities); (6) resolves conflict and maintains effective working relationships with others through open dialogue, collaboration, empathy, active listening, understanding, tact, diplomacy, and professionalism; (7) treats others with fairness and dignity; (8) demonstrates emotional maturity; and (9) recognizes contributions and celebrates accomplishments. Note: This competency is not applicable for employees who are not supervisors.
Judgment
(1) Plans, coordinates, and executes business functions efficiently, effectively, and in a fiscally responsible manner; (2) identifies risks and develops and implements measures to avoid, mitigate, or minimize those risks; (3) makes effective, timely, well-informed, objective and transparent work-related decisions; (4) exhibits emotional maturity and stability, effectively manages conflict and remains optimistic and calm during stressful situations; (5) uses resources effectively to achieve results aligned with organizational priorities; (6) applies understandings of financial management/budgeting principles to ensure decisions are fiscally sound and responsible and in accordance with policies, procedures, processes, rules, regulations, and laws; (7) makes business decisions that drive positive, fiscally responsible performance; (8) manages ambiguity, business insight, financial acumen, makes decisions using data and insight that achieves the best outcome for the department and City.
Talent Development
(1) Provides tools, materials, equipment, and resources; (2) provides performance feedback, coaching, mentoring, encouragement, and support; (3) discusses personal and professional goals; (4) provides formal and informal learning and development opportunities that support achievement of personal and professional goals; (5) attracts and develops talent; (6) manages performance throughout the department or City; (7) sets the leadership tone for area of responsibility. Note: This competency is not applicable for employees who are not supervisors.
Strategic Thinking
(1) Thinks conceptually, imaginatively, and systematically; (2) envisions the future; (3) defines the vision, direction, and goals; (4) develops a road map for achievement; (5) anticipates change and plans for it; (6) considers long-term value and consequences; (7) influences others to achieve results; (8) understands where the organization is headed; knows the organization's mission and functions, and how its social, political and technological systems work; (9) aligns business strategies to long-term success of the City; (10) sets the vision, direction and compelling course of action; (11) operates effectively within the systems, programs, policies, procedures, codes, ordinances, rules and regulations of the organization; (12) knows industry and stays ahead of best practices; (13) understands the political environment, management priorities, staff roles and responsibilities, and grasps external factors impacting the organization; (14) identifies when issues need to be escalated to higher authorities and effectively alerts appropriate officials.
Agility
(1) Values collaboration, communication and feedback and is flexible and open to new ideas; (2) learns rapidly and transforms learning into action; (3) examines processes and practices to perform work most effectively; (4) demonstrates courage and willingness to take calculated risks; (5) assesses readiness; proposes new approaches, methods and technologies plans, implements, and evaluates change in a transparent, positive and thoughtful manner; (6) exhibits emotional maturity and stability, effectively manages conflict and remains optimistic and calm during stressful situations; (7) rapidly adapts to change and leads others through change while producing tangible results and identifying new opportunities.
Physical Demands
Near vision enough to read and draft written communication such as letters, standard records, reports, computer printouts, etc.
Speech and hearing enough to communicate clearly and distinctly in person and by telephone.
Arm-hand steadiness and finger dexterity enough to operate equipment such as keyboard, mouse, scanning equipment, telephone, and other office equipment.
Mobility enough to frequently sit, stand and move one’s self from place to place during the workday.
Working Conditions
Primarily indoors in a climate-controlled environment, subject to sitting, standing, walking, or using a telephone for extended periods of time.
Subject to constant and loud noises caused by objects such as a telephone, office machines, etc.
Subject to continuous exposure to light and glare from objects such as a computer monitor.
Occasionally required to work hours beyond the normal scheduled work hours.
Total Rewards
At the City of Oklahoma City, our Total Rewards package is designed to honor your service, fuel your growth, and support every part of your life. We offer:
Competitive pay
An average of $22,000 annually contributed toward your benefits and retirement
A comprehensive package designed to support your health and wellness, financial security, work-life balance, and personal and professional growth and development
Other Details
Pay Method: City employees are required to receive pay electronically, either via direct deposit or pay card.
Former Employees: If this position is open to external applicants and you are a former employee, you must be eligible for rehire to participate in any selection process. If you are unsure of your rehire status, please contact the Human Resources Department at (405) 297-2530. If your rehire status has been coded “Not Eligible,” “Eligible 3,” or “Conditional,” you will need to request a review of your rehire status through the Human Resources Department’s Employee and Labor Relations Division.
Background Investigation, Drug Testing, Physical Examination: Upon a conditional offer of employment/acceptance of the position, the City of Oklahoma City will conduct a criminal history background check for external applicants. Applicants will be provided contact information for any third-party reporting agencies used to collect background information in connection with conditional offers of employment.
Driver License: If the position accepted includes a driver license (commercial or non-commercial) Job Requirement, the City of Oklahoma City will obtain a Motor Vehicle Report for internal and external applicants.
Safety Sensitive: If the position accepted is safety sensitive and/or a driving position, internal and external applicants will be provided a copy of the City of Oklahoma City’s Drug and Alcohol Testing Policy prior to being directed for a drug test. A copy is also available at the link below: HRB 25-01 Drug and Alcohol Testing Procedure
Cyber Security: If the position accepted is cyber security sensitive, internal and external applicants will be subject to a Criminal Justice Information Services (CJIS) Interstate Identification Index (III) Fingerprint Background check. Additionally, employees in this job classification must complete Level 4 Security Awareness Training and pass an online certification test.
Physical Requirement: If the position accepted includes a lift/push/pull/carry Physical Requirement of 25 pounds and greater, internal and external applicants will be directed for a physical examination.
Equal Opportunity Employer
The City of Oklahoma City will not discriminate against any applicant or employee because of race, color, religion, sex (including pregnancy, actual or perceived sexual orientation, and gender identity and/or expression), national origin, age, disability (mental or physical) and genetic information (including family medical history).
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