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Legal Office Manager

City of Chattanooga • Chattanooga, TN • 6d ago

Salary:GS.13 $70,625 - $104,110

Work Hours:Monday - Friday, 8:00 A.M. - 4:30 P.M. (EST) Hours may vary due to work assignments, or projects.

Work Location:City Hall Annex

FLSA Status:This is an Exempt position.

Department:City Attorney

CLASSIFICATION SUMMARY: This classification is responsible for assessing and addressing departmental operational needs in the City Attorney office to efficiently resolve ongoing departmental questions. A primary responsibility shall be to establish effective development, implementation, review and adherence to Standard Operating Procedures for transactional and departmental assignments within the City. Maintain and develop tracking and reporting of departmental data and performance metrics to be provided for budgetary justification. This classification shall work with the City Attorney and Deputy to assist implementation of human resources and overall talent management within the City Attorneys office on developing, recommending and implementing department policies and procedures.

SERIES LEVEL: The Legal Office Manager is a stand-alone position.

ESSENTIAL FUNCTIONS: (The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.)

Reporting to the City Attorney and Deputy on day-to-day activities and operations which include planning, coordinating, administering and evaluating departmental programs, projects, processes, procedures, goals, objectives, systems and/or standards; so that trained and licensed legal staff can insure compliance with Federal, State and Local laws, regulations, codes, standards, policies and procedures.

Assisting the City Attorney and Deputy with the departments human resources activities, including staffing, hiring process, employee actions, employee evaluations, discipline, salary administration and employee relations as directed by the City Attorney. Works as the departments liaison with Human Resources to obtain any required approvals based on the City Code or Employee Information Guide (EIG).

Provides information to the City Attorney to assist in supervision of attorneys and support staff which may include prioritizing and assigning work; conducting performance evaluations; ensuring staff and attorneys maintain necessary CLE and legal training on state and federal law changes that are required annually; ensuring that employees follow EIG policies and procedures; maintain a healthy and safe working environment and making hiring, termination and disciplinary recommendations to the City Attorney pursuant to the City Code.

Responsible for tracking and reporting data and utilization metrics; managing performance measures of the City Attorneys office with protections for confidentiality based on a demonstrated ability to present complex information related to data and performance on pending legal transactions and litigation matters; and an established ability to understand both qualitative and quantitative aspects of data and performance management in a law office or legal department setting subject to the Tennessee Open Records Act.

Prepare and manage the Fiscal Year budget of the City Attorneys office, subject to the review and approval of the City Attorney, to include all necessary personnel position expense increases, benefits costs, license and educational costs, operational expenses, capital budgeting, grant programs and both monthly and annual projections for each Fiscal Year budget process required by the City.

Assess the functions of the City Attorneys office to determine the most efficient structure and apply appropriate training, development ensuring staff and attorneys receive necessary CLE and legal training on state and federal law changes within budgetary limits that are required annually to achieve departmental planning objectives.

Develop and implement any necessary changes in management plans approved by the City Attorney based on an awareness of organizational strategy and the employee groups or departments being impacted by change.

Implement communication programs with attorneys and staff of the City Attorneys office that reinforce a commitment to building a culture of accountability, learning, engagement and performance to the other city departments and the City Council.

Establish effective relationships with all staff in the City Attorneys office, from its hourly employees to the exempt legal staff. Must meet daily office attendance requirements of other legal staff. Must be able to maintain good interpersonal relationships with legal staff, attorneys, other department members and citizens. Must accomplish the essential functions of the Legal Office Manager position, with or without reasonable accommodation, in a timely manner and perform all other duties as assigned by the City Attorney and/or Deputy.

Assist in the collection and maintenance of public records by all city departments pursuant to legal requirements of the Tennessee Public Records Act and adopted retention schedules approved by state and federal law.

Assist the Public Records Manager in the City Attorneys office to continue required legal repositories within legal standards, policies, standards, templates, and other resources used both internally and by other City Departments which comply with state and federal law.

Must meet regular attendance requirements.

Must be able to maintain good interpersonal relationships with staff, co-workers, managers, and citizens.

Must accomplish the essential functions of the job, with or without reasonable accommodations, in a timely manner.

Performs other duties as assigned.

MINIMUM QUALIFICATIONS: Minimum of Bachelors degree in business administration, finance, organizational development,

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