Legal/HR Support Clerk
Janesville, WI Janesville, WI Full-time Full-time $57,283 a year $57,283 a year 2 days ago 2 days ago 2 days ago Objective & Relationships CITY OF JANESVILLE DIVERSITY STATEMENT:
The citizens of Janesville choose this community not just as a place to live but as a place to realize life's opportunities.
We strive to sustain a community culture where differences are recognized, understood, and appreciated.
As such, the City of Janesville recognizes the importance of developing an environment where diversity is not merely accepted but embraced and celebrated.
As public servants, we believe everyone has the right to be treated with dignity and respect.
To this end, we will diligently recruit and retain the most talented employees in an environment that fosters maximizing one's potential.
Therefore, we encourage individuals from all backgrounds, perspectives, and experiences to consider employment with the City of Janesville to serve the residents of Wisconsin's Park Place.
OBJECTIVE:
Under general supervision of the City Attorney, this position provides general clerical, administrative, and technical support to the City Attorney and Human Resources Office.
The Legal/Human Resources (HR) Support Clerk performs a variety of paraprofessional and office support functions to the legal and human resources staff for the efficient operation of the offices.
This position routinely handles highly sensitive and confidential information and exercises a high level of discretion.
RELATIONSHIPS:
Reports to:
City Attorney.
The Legal/HR Support Clerk also receives direction from the Human Resources Director.
Has no regular supervisory duties.
Has regular work contact with City elected and appointed officials, Department, Division, and Office Heads, City employees and retirees, court administrators, vendors, and the general public.
Essential Duties ESSENTIAL DUTIES:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Essential duties are not necessarily listed in priority order.
Receives, screens, and processes telephone calls, serving as office receptionist; takes messages or forwards calls accordingly; responds to inquiries from the general public at the front counter; ascertains nature of business and provides applicable information; replies to emails; reserves meetings and appointments; and keeps City Attorney and Human Resources staff up-to-date on all matters relating to the offices.
Types or transcribes a wide variety of materials including, but not limited to, letters, correspondence, memorandums, voicemails, policies, tables, graphs and charts, deeds, leases, contracts, reports, schedules, and notices from rough copy to final draft.
Prepares and processes adult and juvenile traffic and ordinance prosecutions, worthless checks, truancy, and other prosecution documents, subpoenas, and forms; maintains related files and statistical data.
Maintains and files confidential personnel information including, but not limited to, personal data, medical information, compensation, benefits, tax data, attendance, performance reviews or evaluations, and termination date and reason; assures that privacy and confidentiality of records are maintained in accordance with appropriate legal requirements and organizational policies.
Works with attorneys to prepare and maintain court document filing system; files documents in court after attorney review and approval.
Provides general office support, including data entry; proofreading; maintaining files, updating databases and logs; categorizing and indexing files and documents; processing forms; copying; faxing; shredding documents; and sorting and distributing incoming and outgoing mail.
Assists new employees with City photo and identification badges.
Calendars court hearings, notices, documents, and appointments for attorneys; assists with case management.
Assists with the recruitment process, distributes job postings, and compiles packets for interview panel members.
Processes a variety of employee and retiree-related questions or requests, including benefits and FMLA paperwork.
Researches cases, legal issues, and personnel matters.
Prepares and distributes employee newsletters and other publications.
Maintains Law Library with updates, pocket, and other supplements and periodicals.
Prepares periodic reports and documentation; assists with annual budget preparation for both offices.
Assists in administering annual employee holiday party and employee recognition program.
Assists in scheduling, food ordering, and set-up for training seminars, meetings, and other activities.
Serves as a representative on the City's Administrative Safety Team; adheres to all City safety policies.
Performs other special projects and duties as assigned or required during regular and non-business hours, including providing support as a part of any City response to essential or emergency operations.
Minimum Position Requirements/Qualifications MINIMUM POSITION REQUIREMENTS/
Qualifications:
Education and
Experience:
Minimum education and experience required to perform essential duties of the position.
A High School diploma or equivalent is required.
An associate degree, technical diploma, or professional certificate from an accredited college or university in paralegal/legal studies, human resource management, business management, or related field is preferred.
A minimum of one year of office support, administrative, or professional, clerical experience is required.
Experience in providing administrative support in a legal or human resources setting is preferred.
Have and maintain a valid state-issued driver's license.
For successful performance in this position, the incumbent must demonstrate the following knowledge, skills, and abilities.
Knowledge of:
Knowledge of legal procedures, court proceedings, and legal terminology.
Knowledge of principles, practices, and procedures used in human resources administration.
Thorough knowledge of modern administrative or office support practices and procedures.
Thorough knowledge of records management practices and techniques.
Skill in:
Strong typing and data entry skills, with the ability to type 65 Words Per Minute (WPM).
High level of accuracy and attention to detail.
Exceptional communication skills, paired with a strong customer service background, and effective interpersonal skills.
Working with the public in fairly and consistently, maintaining objectivity, and excluding personal bias while performing job duties.
Strong clerical skills.
Organizing, maintaining, and researching office files.
Composing correspondence independently or from brief instructions.
Strong prioritization and time management skills to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
Exceptional professionalism and a strong ethics base built upon integrity, honesty, initiative, and respect.
Intermediate proficiency in Microsoft applications, including Excel, Word, Outlook, and Publisher, and Adobe Acrobat.
Ability to:
Conduct research, including gathering data, analyzing information, and preparing reports.
Compose routine correspondence and routine reports in a clear, concise, logical, and effective manner, utilizing proper grammar, spelling, punctuation, sentence structure, and tone.
Accurately proofread correspondence and documents for proper grammar, spelling, punctuation, and clarity.
Receive, screen, and refer visitors and incoming telephone calls in an efficient, courteous, and professional manner.
Perform basic mathematical calculations, including adding, subtracting, multiplying, and dividing in all units of measure, using whole numbers, common fractions, and decimals, and computing percentages.
Maintain files in a filing system and compile, assemble, and distribute information per set procedures.
Effectively and efficiently schedule and organize workload, maintain required records, meet critical deadlines, prepare reports, follow-up on assignments, and handle multiple tasks in a diversified and fast-paced office environment.
Communicate effectively, both verbally and in written form, and to promptly follow and carry out verbal and written instructions.
Establish and maintain effective working relationships with City elected and appointed officials, Department, Division, and Office Heads, City employees, outside governmental agencies, court administrators, vendors, and the general public.
Conduct all business and working relationships in an accurate, fair, equitable, and highly ethical manner.
Maintain strict confidentiality in the City Attorney and Human Resources Office.
Comply with all safety policies, practices, and procedures, and report all unsafe activities or conditions to supervisor.
Exemplify a professional work ethic, demonstrate tact and decorum, and possess an optimistic, credible, and welcoming attitude to all.
Deal tactfully and effectively with employees and the general public to convey concise and accurate information.
Work independently and take the initiative when appropriate, understanding when to advise the City Attorney or Human Resources Director of issues or concerns.
Receive, handle, and complete confidential submissions, records, reports, and data with utmost honesty, integrity, and confidentiality.
Work with others in a positive and supportive manner to solve problems, generate ideas, and accomplish Office and City goals; have a positive record of team-building, including a reputation for dealing fairly and effectively with all employees.
Supplemental Information EQUIPMENT, INSTRUMENTS, AND MACHINES:
Machinery and equipment including personal computer, printer, fax machine, scanner, copier, telephone, 10-key calculator, typewriter, other industry specific software, and other standardized or specialized office equipment.
PHYSICAL FACTORS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee regularly works in an office environment.
An individual in this position is frequently involved in sedentary work, which requires sitting for the majority of the time.
This position occasionally walks, stands, stoops, kneels, crouches, crawls and exerts up to 25 pounds of force by lifting, carrying, pushing, pulling, or otherwise moving objects.
The employee is frequently required to see/observe, talk/speak and listen/hear; use their hands to handle, feel or operate objects and equipment; repetitive arm, wrist, hand and eye movements are included.
There is frequent twisting, reaching, wrist turning and grasping.
The employee may be required to climb or balance.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
Hand-eye coordination is necessary to operate computers and various pieces of equipment.
Employee is required to use cognitive ability to reason, analyze and verbalize thoughts and ideas.
Requires the ability to recognize and identify similarities or differences between characteristics of colors, shapes and sounds associated with job-related objects, materials or tasks.
The employee will spend the majority of the working day inside speaking with other employees or members of the public.
The working conditions in the office are comfortable.
The noise level is generally quiet to moderately noisy.
The regular working hours of this position are 7:
30 a.
m.
- 4:
30 p.
m.
Regular and punctual attendance is an expectation of the position.
Disclaimer:
The above statements are intended to describe the general nature and level of work being performed by people assigned this job.
They are not intended to be an exhaustive list of all responsibilities, duties, tasks and skills required of personnel so classified.
The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical component of the position, or is responsive to the needs of the City of Janesville.
The job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer as the needs of the employer and requirements of the job change.
The City of Janesville, Wisconsin, is an Equal Employment Opportunity Employer.
In compliance with the Americans with Disabilities Act, 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.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
The citizens of Janesville choose this community not just as a place to live but as a place to realize life's opportunities.
We strive to sustain a community culture where differences are recognized, understood, and appreciated.
As such, the City of Janesville recognizes the importance of developing an environment where diversity is not merely accepted but embraced and celebrated.
As public servants, we believe everyone has the right to be treated with dignity and respect.
To this end, we will diligently recruit and retain the most talented employees in an environment that fosters maximizing one's potential.
Therefore, we encourage individuals from all backgrounds, perspectives, and experiences to consider employment with the City of Janesville to serve the residents of Wisconsin's Park Place.
OBJECTIVE:
Under general supervision of the City Attorney, this position provides general clerical, administrative, and technical support to the City Attorney and Human Resources Office.
The Legal/Human Resources (HR) Support Clerk performs a variety of paraprofessional and office support functions to the legal and human resources staff for the efficient operation of the offices.
This position routinely handles highly sensitive and confidential information and exercises a high level of discretion.
RELATIONSHIPS:
Reports to:
City Attorney.
The Legal/HR Support Clerk also receives direction from the Human Resources Director.
Has no regular supervisory duties.
Has regular work contact with City elected and appointed officials, Department, Division, and Office Heads, City employees and retirees, court administrators, vendors, and the general public.
Essential Duties ESSENTIAL DUTIES:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Essential duties are not necessarily listed in priority order.
Receives, screens, and processes telephone calls, serving as office receptionist; takes messages or forwards calls accordingly; responds to inquiries from the general public at the front counter; ascertains nature of business and provides applicable information; replies to emails; reserves meetings and appointments; and keeps City Attorney and Human Resources staff up-to-date on all matters relating to the offices.
Types or transcribes a wide variety of materials including, but not limited to, letters, correspondence, memorandums, voicemails, policies, tables, graphs and charts, deeds, leases, contracts, reports, schedules, and notices from rough copy to final draft.
Prepares and processes adult and juvenile traffic and ordinance prosecutions, worthless checks, truancy, and other prosecution documents, subpoenas, and forms; maintains related files and statistical data.
Maintains and files confidential personnel information including, but not limited to, personal data, medical information, compensation, benefits, tax data, attendance, performance reviews or evaluations, and termination date and reason; assures that privacy and confidentiality of records are maintained in accordance with appropriate legal requirements and organizational policies.
Works with attorneys to prepare and maintain court document filing system; files documents in court after attorney review and approval.
Provides general office support, including data entry; proofreading; maintaining files, updating databases and logs; categorizing and indexing files and documents; processing forms; copying; faxing; shredding documents; and sorting and distributing incoming and outgoing mail.
Assists new employees with City photo and identification badges.
Calendars court hearings, notices, documents, and appointments for attorneys; assists with case management.
Assists with the recruitment process, distributes job postings, and compiles packets for interview panel members.
Processes a variety of employee and retiree-related questions or requests, including benefits and FMLA paperwork.
Researches cases, legal issues, and personnel matters.
Prepares and distributes employee newsletters and other publications.
Maintains Law Library with updates, pocket, and other supplements and periodicals.
Prepares periodic reports and documentation; assists with annual budget preparation for both offices.
Assists in administering annual employee holiday party and employee recognition program.
Assists in scheduling, food ordering, and set-up for training seminars, meetings, and other activities.
Serves as a representative on the City's Administrative Safety Team; adheres to all City safety policies.
Performs other special projects and duties as assigned or required during regular and non-business hours, including providing support as a part of any City response to essential or emergency operations.
Minimum Position Requirements/Qualifications MINIMUM POSITION REQUIREMENTS/
Qualifications:
Education and
Experience:
Minimum education and experience required to perform essential duties of the position.
A High School diploma or equivalent is required.
An associate degree, technical diploma, or professional certificate from an accredited college or university in paralegal/legal studies, human resource management, business management, or related field is preferred.
A minimum of one year of office support, administrative, or professional, clerical experience is required.
Experience in providing administrative support in a legal or human resources setting is preferred.
Have and maintain a valid state-issued driver's license.
For successful performance in this position, the incumbent must demonstrate the following knowledge, skills, and abilities.
Knowledge of:
Knowledge of legal procedures, court proceedings, and legal terminology.
Knowledge of principles, practices, and procedures used in human resources administration.
Thorough knowledge of modern administrative or office support practices and procedures.
Thorough knowledge of records management practices and techniques.
Skill in:
Strong typing and data entry skills, with the ability to type 65 Words Per Minute (WPM).
High level of accuracy and attention to detail.
Exceptional communication skills, paired with a strong customer service background, and effective interpersonal skills.
Working with the public in fairly and consistently, maintaining objectivity, and excluding personal bias while performing job duties.
Strong clerical skills.
Organizing, maintaining, and researching office files.
Composing correspondence independently or from brief instructions.
Strong prioritization and time management skills to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
Exceptional professionalism and a strong ethics base built upon integrity, honesty, initiative, and respect.
Intermediate proficiency in Microsoft applications, including Excel, Word, Outlook, and Publisher, and Adobe Acrobat.
Ability to:
Conduct research, including gathering data, analyzing information, and preparing reports.
Compose routine correspondence and routine reports in a clear, concise, logical, and effective manner, utilizing proper grammar, spelling, punctuation, sentence structure, and tone.
Accurately proofread correspondence and documents for proper grammar, spelling, punctuation, and clarity.
Receive, screen, and refer visitors and incoming telephone calls in an efficient, courteous, and professional manner.
Perform basic mathematical calculations, including adding, subtracting, multiplying, and dividing in all units of measure, using whole numbers, common fractions, and decimals, and computing percentages.
Maintain files in a filing system and compile, assemble, and distribute information per set procedures.
Effectively and efficiently schedule and organize workload, maintain required records, meet critical deadlines, prepare reports, follow-up on assignments, and handle multiple tasks in a diversified and fast-paced office environment.
Communicate effectively, both verbally and in written form, and to promptly follow and carry out verbal and written instructions.
Establish and maintain effective working relationships with City elected and appointed officials, Department, Division, and Office Heads, City employees, outside governmental agencies, court administrators, vendors, and the general public.
Conduct all business and working relationships in an accurate, fair, equitable, and highly ethical manner.
Maintain strict confidentiality in the City Attorney and Human Resources Office.
Comply with all safety policies, practices, and procedures, and report all unsafe activities or conditions to supervisor.
Exemplify a professional work ethic, demonstrate tact and decorum, and possess an optimistic, credible, and welcoming attitude to all.
Deal tactfully and effectively with employees and the general public to convey concise and accurate information.
Work independently and take the initiative when appropriate, understanding when to advise the City Attorney or Human Resources Director of issues or concerns.
Receive, handle, and complete confidential submissions, records, reports, and data with utmost honesty, integrity, and confidentiality.
Work with others in a positive and supportive manner to solve problems, generate ideas, and accomplish Office and City goals; have a positive record of team-building, including a reputation for dealing fairly and effectively with all employees.
Supplemental Information EQUIPMENT, INSTRUMENTS, AND MACHINES:
Machinery and equipment including personal computer, printer, fax machine, scanner, copier, telephone, 10-key calculator, typewriter, other industry specific software, and other standardized or specialized office equipment.
PHYSICAL FACTORS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee regularly works in an office environment.
An individual in this position is frequently involved in sedentary work, which requires sitting for the majority of the time.
This position occasionally walks, stands, stoops, kneels, crouches, crawls and exerts up to 25 pounds of force by lifting, carrying, pushing, pulling, or otherwise moving objects.
The employee is frequently required to see/observe, talk/speak and listen/hear; use their hands to handle, feel or operate objects and equipment; repetitive arm, wrist, hand and eye movements are included.
There is frequent twisting, reaching, wrist turning and grasping.
The employee may be required to climb or balance.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
Hand-eye coordination is necessary to operate computers and various pieces of equipment.
Employee is required to use cognitive ability to reason, analyze and verbalize thoughts and ideas.
Requires the ability to recognize and identify similarities or differences between characteristics of colors, shapes and sounds associated with job-related objects, materials or tasks.
The employee will spend the majority of the working day inside speaking with other employees or members of the public.
The working conditions in the office are comfortable.
The noise level is generally quiet to moderately noisy.
The regular working hours of this position are 7:
30 a.
m.
- 4:
30 p.
m.
Regular and punctual attendance is an expectation of the position.
Disclaimer:
The above statements are intended to describe the general nature and level of work being performed by people assigned this job.
They are not intended to be an exhaustive list of all responsibilities, duties, tasks and skills required of personnel so classified.
The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical component of the position, or is responsive to the needs of the City of Janesville.
The job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer as the needs of the employer and requirements of the job change.
The City of Janesville, Wisconsin, is an Equal Employment Opportunity Employer.
In compliance with the Americans with Disabilities Act, 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.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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