Administrative Assistant- Legal

Salary: $21.38 - $27.79 Hourly
Location : Broken Arrow, OK
Job Type: Full-Time Hourly
Location (Dep/Div): City Attorney
Munis Job Class: SUPPORT
Opening Date: 02/05/2026
Closing Date: Continuous
FLSA: Non-Exempt
Bargaining Unit: GEN

Job Description

Location: 1010 City Attorney
Pay Grade: A06
FLSA Status: Non-exempt
Under general supervision, performs administrative and secretarial duties in support of department operations.

Essential Job Functions

• Provides administrative support; receives visitors, answers phones, produces memoranda, letters, and reports; maintains personnel and attendance records; maintains files.
• Responds to phone calls and correspondence from citizens, co-workers, outside counsel, other governmental agencies; determines the nature of inquires; provides information to lawyers for answers, opinions, or recommendations.
• Responds to citizen's inquiries regarding the filing of tort claims, the status of a claim, or disposition of a claim.
• Drafts confidential and specialized pleadings, discovery documents; internal memorandum, letters, and other papers for specific assignments or cases.
• Prepares subpoenas, witness fees, and expenses.
• Coordinates witnesses and appearance times for depositions and trials.
• Maintains docketing system for litigation.
• Calculates response dates for legal deadlines.
• Researches, compiles, sorts, and calculates data from files and other sources to prepare statistical reports.
• Prepares Trial notebooks and exhibits.
• Transcribes dictation, composed letters and memos for attorney's signatures.
• Solicits, compiles, and summarizes data from other governmental agencies.
• Prepares and finalizes travel arrangements for attorneys.
• Enrolls personnel in training programs.
• Processes employee time sheet corrections; researches Human Resources issues; tracks and initiates employee evaluations.
• Trains personnel; answers questions from other departments and the general public.
• Updates and maintains the law library.
• Edits contracts, Ordinances and Resolutions.
• Maintains Litigation Audit Reports.
• Delivers and files documents to the court house, law firms and businesses.
• Maintains a database for organization and numbering of Ordinances.
• Maintains database for checking in and out contracts.
• Ensures requisitions for purchases and processes pay authorizations.
• Assists in the maintenance of the annual Operations and Maintenance Budget.
• Processes paperwork for Workers Compensation in conjunction with the Human Resource Department; processes FMLA paper work.
• Takes, transcribes, and distributes minutes of staff meetings.
• Opens, sorts, and distributes mail; obtains signatures as required.
• Processes and mails Open Record Requests and Tort Claims.
• Schedules meetings and events and maintains calendar of appointments.
• Prepares and enters agenda items.
• Prepares the conference room for depositions and meetings.
• Orders office supplies for the department.
• Prepares Litigation documents for filing and maintains a confidential computerized filing system.
• Collects all data received and processes information for submission of the Monthly Activity Report to the City Manager's Office.
• Completes high volume copy jobs.
• Sends and receives faxes.
• Processes Payment Authorizations for the Legal Department's monthly expenses to all vendors, as well as judgments and settlements and all other miscellaneous expenses (mileage, filing, etc.)
• Creates, maintains and closes files/notebooks.
• Reconcile monthly Credit Card Expense Reports
• Performs other duties as assigned.

Minimum Education and Experience

Requires a High School Diploma or GED equivalent, supplemented by one to two years of related experience; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Possession of or ability to readily obtain a valid Driver's License issued by the State of Oklahoma for the type of vehicle or equipment operated.

Physical Requirements
Tasks involve the ability to exert minimal physical effort in sedentary work, typically involving some combination of balancing, crouching, feeling, handling, hearing, kneeling, mental acuity, reaching, repetitive motion, speaking, standing, talking, visual acuity, walking and which involves some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (up to 10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
An offer of employment is contingent on the verification of credentials and other information required by the City of Broken Arrow policies, including the successful completion of a background check and drug/physical screening.

City of Broken Arrow is an Equal Opportunity Employer and values diversity at all levels of the workforce. Employment selection and related decisions are made without regard to sex, sexual orientation, gender identity, race, age, disability, religion, national origin, ethnicity, color, genetic information, marital status, or any other protected class. Broken Arrow is committed to reasonable accommodation, and a smoke free/drug free workplace.
2026 COBA Benefit Guide
This document is intended to give an overview of benefits offered to full-time, non-union City employees.
Benefit coverage begins on the first of the month following 30 days of employment

Retirement

• The City offers a 401(a) defined contribution retirement plan through the Oklahoma Municipal Retirement Fund (OMRF). The City contributes 10% of the employees' earnings into the plan. Employees become 20% vested after three years and vesting increases 20% for each additional year of service until 100% vesting is achieved at seven years. Employees may elect to contribute an additional amount.
• The City also offers access to a 457 retirement plan, both traditional and Roth, through Mission Square retirement.

Preferred Providers
Through our preferred providers, the City is pleased to offer anyone on the health plan access to medical services at no additional cost.

• Clinic: Anyone on the City's medical plan can access the Remedy Health clinics, including their on-site pharmacies, labs and imaging services at no cost.
• ZERO Card: Zero offers a wide range of services that may be ordered by your doctor, including labs, imaging, colonoscopies, orthopedic surgery, sleep studies, physical therapy and more- all at no cost to the employee.

Paid Leave

• Vacation: One week of vacation is available after six months of employment. Thereafter, vacation is accrued monthly according to year of service.

Procedure: Vacation leave cannot exceed the actual accrued number of hours earned by the employee. Holidays and other non-scheduled workdays shall not be computed in vacation leave expenditure. Each department establishes its own vacation scheduling procedures. Vacation cannot be used as the last day of employment.

• Holidays: Twelve paid holidays, plus one floating holiday each year.
• Sick: Eight hours per month up to maximum of 1,040 hours (130 working days).

Other City-paid benefits

• Life Insurance & Long-Term Disability - The City pays the entire premium for a term life insurance policy, as well as a long-term disability benefit that replaces part of your salary if you become unable to work for several months. The life insurance is equal to the employee's annual salary.
• Employee Assistance Program- Through Community Care EAP, City employees and their families can call for help with a variety of personal, professional, mental health, substance abuse and financial concerns. Three free visits are offered each year, with a reference for ongoing support if needed.
• Virta-Diabetes Reversal Program- This program is free to diabetic and pre-diabetic employees and spouses who are enrolled in the health plan. Virta's powerful program is shown to reverse Type 2 diabetes with coaching and nutrition management, leading to better health and reduced use of medication.

Voluntary Supplemental Benefits
Additionally, all City employees may take advantage of reduced-cost and/or pre-tax access to the following voluntary benefits

• Flexible Spending Account (FSA)
• Dependent Care Account
• Accident Insurance
• Short-Term Disability Insurance
• Critical Illness/Cancer Insurance
• Genesis gym membership
• Crunch Fitness gym membership
• Pre-paid legal services
• IDShield membership
• No cost LifeBalance program, access to local and nation-wide discounts of participating online businesses