Paralegal

Summary

The City of Newport is seeking a detail-oriented Paralegal to support its City Attorney’s Office. The role provides legal research, document drafting, litigation preparation, records management, deadline tracking, communication, billing support, and administrative assistance, primarily remotely with occasional onsite work in Newport.

Responsibilities

• Conduct comprehensive legal research across case law, legislative history, administrative rules, agency guidance, and city policies
• Draft, review, and edit complex legal and administrative documents, including pleadings, contracts, leases, ordinances, resolutions, easements, intergovernmental agreements, memoranda, staff reports, and presentations, under the supervision of the City Attorney. Ensure documents are accurate and properly formatted
• Serve as a strategic thought partner to the City Attorney by analyzing facts, identifying issues, and assisting in developing strategies and legal solutions
• Support litigation preparation, including filing documents using electronic court filing systems
• Stay current on relevant laws, regulations, and legal standards impacting city operations
• Organize and maintain office files; assist with records retention and destruction in compliance with state law and city policy
• Track and calendar key deadlines, hearings, and events
• Communicate with city departments, courts, external parties, and the public to coordinate and obtain necessary information
• Manage billing records and assist with expense tracking and reporting
• Perform a variety of administrative tasks such as scheduling meetings, proofreading, generating reports and spreadsheets, copying, printing, scanning, mailing, and filing
• Perform other duties as assigned

Skills

• Any equivalent combination of education, training, and experience that provides the knowledge, skills, and abilities to perform the work
• A typical way to obtain the required qualifications would be an Associate of Applied Science in in Paralegal Studies or Legal Support, Political Science, Public Administration, or related field; AND three (3) years of progressively responsible paralegal, legal assistant, or legal office support experience OR five (5) years of legal office administrative experience
• Principles and practices of legal research, analysis, and documentation
• Civil procedure; legal terminology; court filing practices, case file preparation and maintenance; and records retention practices
• Strong working knowledge of Microsoft 365 applications (Word, Excel, Outlook, Teams, SharePoint, OneDrive) and/or similar software, case-management databases, and electronic filing systems
• Professional standards for English, spelling, punctuation, grammar, and formatting standards for legal correspondence
• Oregon public contracting, public ethics, public meetings, and records law
• Attorney-client privilege protections
• Strong research, writing, editing, and proofreading skills
• Ability to synthesize legal information and prepare summaries for attorney review
• High accuracy, attention to detail, and document-management proficiency
• Excellent interpersonal and communication skills, including tact and professionalism in sensitive situations
• Strong time-management, organization, prioritization, and problem-solving skills
• Ability to maintain absolute confidentiality and safeguard privileged legal materials
• Interpret and apply laws, rules, regulations, and procedures
• Exercise sound judgment in following established policies and procedures
• Communicate effectively with internal and external stakeholders at all levels
• Learn and adapt to City processes, policies, and legal systems
• Work independently while exercising sound judgment
• Manage multiple tasks under deadlines and interruptions in a fast-paced environment
• Prepare written documents that are clear, concise, and legally accurate
• Multi-task and work under steady pressure in an intense work environment with numerous interruptions and conflicting demands with frequent interruptions
• Ability to read, understand, and review documents for accuracy and relevant information
• Apply applicable laws, regulations, policies, and procedures
• Ability to make accurate arithmetic calculations, compose correspondence, and compile and arrange data in a readable and comprehensible manner
• Ability to understand and follow instructions, operate office equipment including computers and supporting word processing, spreadsheet, database applications, and cloud-based systems
• Ability to type and enter data at a speed necessary for successful job performance
• Ability to honor the confidentiality required of this position
• Ability to maintain regular and constant attendance
• Physical ability to perform the essential job functions
• The employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach, and manipulate objects
• The position requires mobility, including the ability to frequently lift or move materials up to 10 pounds, and occasionally lift or move materials up to 40 pounds
• Manual dexterity and coordination are required approximately 60% of the work period while operating such equipment as computers, keyboards, telephones, and standard office equipment
• May include evening meetings
• Degree in government, public policy, public administration, political science, legal or related field
• Certified Paralegal credential (e.g., NALA – CP/ACP or NFPA CRP)
• Experience working within a public agency or municipal law environment

Qualifications

Must Haves

• Any equivalent combination of education, training, and experience that provides the knowledge, skills, and abilities to perform the work
• A typical way to obtain the required qualifications would be an Associate of Applied Science in in Paralegal Studies or Legal Support, Political Science, Public Administration, or related field; AND three (3) years of progressively responsible paralegal, legal assistant, or legal office support experience OR five (5) years of legal office administrative experience
• Principles and practices of legal research, analysis, and documentation
• Civil procedure; legal terminology; court filing practices, case file preparation and maintenance; and records retention practices
• Strong working knowledge of Microsoft 365 applications (Word, Excel, Outlook, Teams, SharePoint, OneDrive) and/or similar software, case-management databases, and electronic filing systems
• Professional standards for English, spelling, punctuation, grammar, and formatting standards for legal correspondence
• Oregon public contracting, public ethics, public meetings, and records law
• Attorney-client privilege protections
• Strong research, writing, editing, and proofreading skills
• Ability to synthesize legal information and prepare summaries for attorney review
• High accuracy, attention to detail, and document-management proficiency
• Excellent interpersonal and communication skills, including tact and professionalism in sensitive situations
• Strong time-management, organization, prioritization, and problem-solving skills
• Ability to maintain absolute confidentiality and safeguard privileged legal materials
• Interpret and apply laws, rules, regulations, and procedures
• Exercise sound judgment in following established policies and procedures
• Communicate effectively with internal and external stakeholders at all levels
• Learn and adapt to City processes, policies, and legal systems
• Work independently while exercising sound judgment
• Manage multiple tasks under deadlines and interruptions in a fast-paced environment
• Prepare written documents that are clear, concise, and legally accurate
• Multi-task and work under steady pressure in an intense work environment with numerous interruptions and conflicting demands with frequent interruptions
• Ability to read, understand, and review documents for accuracy and relevant information
• Apply applicable laws, regulations, policies, and procedures
• Ability to make accurate arithmetic calculations, compose correspondence, and compile and arrange data in a readable and comprehensible manner
• Ability to understand and follow instructions, operate office equipment including computers and supporting word processing, spreadsheet, database applications, and cloud-based systems
• Ability to type and enter data at a speed necessary for successful job performance
• Ability to honor the confidentiality required of this position
• Ability to maintain regular and constant attendance
• Physical ability to perform the essential job functions
• The employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach, and manipulate objects
• The position requires mobility, including the ability to frequently lift or move materials up to 10 pounds, and occasionally lift or move materials up to 40 pounds
• Manual dexterity and coordination are required approximately 60% of the work period while operating such equipment as computers, keyboards, telephones, and standard office equipment
• May include evening meetings

Nice to Haves

• Degree in government, public policy, public administration, political science, legal or related field
• Certified Paralegal credential (e.g., NALA – CP/ACP or NFPA CRP)
• Experience working within a public agency or municipal law environment

Benefits

• Nearly 100% remote work
• Excellent health, dental, and vision coverage for you and your family
• City-funded retirement benefits
• Employee Wellness Program with resources to support physical and mental health
• Free Recreation Center and Aquatic Center membership for you and your family
• Generous paid leave
• Training opportunities and career development
• Short-term housing for employees relocating to Newport, depending on availability: a furnished apartment with a partial rent subsidy for the first three months
• 12 days a year of paid vacation for non-management staff
• 18 days a year of paid vacation for non-management exempt level staff
• 12 paid days of sick leave in the first full year of employment
• Eleven paid designated holidays
• Three paid selectable holidays
• Medical, vision, and dental insurance coverage with 10% employee premium participation
• City retirement plan with available match
• Free membership to the City's Recreation and Aquatic Facility