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Home My WebLink AboutAdministrative Secretary - City AttorneyUpdated: August 2025 (Admin Review) CITY OF IOWA CITY – JOB DESCRIPTION Position Title: Administrative Secretary – City Attorney Department: City Attorney’s Oﬃce Division: City Attorney’s Oﬃce Supervisor: City Attorney FLSA: Non-Exempt Civil Service: No Pay Grade: 24 Job Number: 2401 Job Summary Performs general and specialized clerical and oﬃce management functions for City Attorney’s oﬃce. Essential Job Duties and Responsibilities The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. • Assists the public and staﬀ by phone, email, and walk-in, refers people to the appropriate staﬀ member, department, or agency. • Provides administrative support to attorneys, composes, and prepares various documents for attorneys, including Council resolutions. • Works with attorneys to maintain oﬃce ﬁling system, paper and electronic (PROLAW) and computerized records, scanning of old ﬁles, ﬁle searches, and entering in Laserﬁche. • Maintains records and inventories and monitors use of supplies and equipment; orders supplies and materials as necessary. • Maintains personnel ﬁles; prepares payroll change forms. • Inputs and monitors department budget, processes accounts payable and accounts receivable, manages procurement card; prepares check requests and purchase requisitions. • Maintains and monitors Magistrate Court docket, requests information for discovery, subpoenas oﬃcers and witnesses; prepares and ﬁles court documents. • Processes travel requests and reconciles travel expenses. • Maintains general policies and procedures, rules, regulations, handbooks, and planning documents for departmental access. • Monitors continuing legal education requirements for attorneys and ﬁles state reports and federal (Southern and Northern District) fees. • Assists in property acquisition as needed, including costs and preparing check requests. • Prepares reports; compiles statistics; these reports include City Attorney Oﬃce GOM’s (Goals, Objectives and Performance Measures) and the Travel Budget Summary. • Monitors, compiles data and creates reports for civil penalty enforcement (alcohol and tobacco); communicates with City Staﬀ and Alcohol Beverages Division regarding these enforcements. Updated: August 2025 (Admin Review) • Assists with and monitors Municipal Infraction cases. • Assists with oﬃce and attorney memberships and music and publishing license renewals. • Enters attorney chargebacks in Project Time program, submits at the end of each payroll period. • Conducts self in a professional manner which demonstrates courtesy and respect for all community members and coworkers. • Performs other related duties as assigned. Minimum Education, Experience, Certification/Licensure, Other • High school education or G.E.D. and seven to twelve months of related experience or training; or equivalent combination of education and experience. Experience in oﬃce management, computer operations, writing, legal issues, and/or customer relations required. • Must pass criminal background check. Preferred Education, Experience, Certification/Licensure, Other • High school diploma or G.E.D. and one year of related experience or training; or equivalent combination of education and experience. Knowledge, Skills, and Abilities • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. • Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. • Ability to deal with problems involving several concrete variables in standardized situations. • Ability to maintain inter and intra department conﬁdentiality. • Ability to read and interpret laws, ordinances and reports. • Ability to reliably and predictably carry out duties. • Ability to speak eﬀectively before groups of customers or employees of organization. • Ability to take and transcribe minutes. • Ability to write routine reports and correspondence. • Knowledge of general records maintenance. • Knowledge of general oﬃce policies and procedures. • Skill in using computers and applicable software applications (Microsoft Oﬃce – Word, Excel, Outlook) and ability to learn Munis, ProLaw, EDMS and Laserﬁche. Updated: August 2025 (Admin Review) Supervision No supervision of direct reports. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; use hands to ﬁnger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 10 pounds. Speciﬁc vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. The noise level in the work environment is usually moderate. Duties are generally performed in an oﬃce setting with a controlled environment. The job requires sitting for extended periods of time and the work may expose the employee to unpleasant social situations and signiﬁcant work pace pressure. Iowa City is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act as Amended, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Reviewed/Approved by: Eric Goers, City Attorney (4/2024) and requirements of this job description, and I agree that I can perform the duties of this position with or without reasonable accommodation. Employee Date ________________________________ __________________