Litigation Assistant Jobs in Madison, WI (NOW HIRING)

Legal Assistant - Doyle - 1.0 FTE - 26-27 SY
Legal Services
Doyle Administration Building
Compensation: $36.53 - 36.53 Hourly Wage
Employment Type: Non-Exempt
MMSD is seeking highly motivated and energetic applicants! Applicants should have a good attitude, willingness to learn, and passion for impactful work and learning.
Why You Should Work with MMSD!
The Madison Metropolitan School District (MMSD) is the second-largest school district in Wisconsin. We have a simple but bold vision - to ensure that every school is a thriving school, that prepares every student to graduate from high school ready for college, career, and community. We welcome applicants who will actively contribute to our ongoing commitment to making MMSD a thriving, welcoming environment for all students, families, and staff.
In addition, we have a great compensation package. Visit our benefits page and compensation page for more information.
Becoming a Model School District
The Madison Metropolitan School District is committed to being anti-racist, culturally responsive, and inclusive. We have a simple but bold vision - to ensure that every school is a thriving school, fostering the growth of every student so they graduate from high school ready for college, career and community.
Our strategy is captured in our strategic framework, and centers on three major goals: that all children achieve academically, that our schools are places where children and adults thrive, and that our Black youth excel at school. To achieve this vision, we seek to retain staff in all positions, who are committed to being anti-racist, culturally responsive, and inclusive. Staff who will actively contribute to our ongoing commitment to making MMSD a thriving, welcoming environment for all students, families and staff.
We firmly believe in and are here to create a work environment that is challenging and rewarding, while supporting employees in their career path. We strive to provide, encourage, grow, and develop a talented workforce that better supports and represents the diversity of our student population. We know this vision doesn't come to life without dynamic leaders and support staff in every school.
About Our District
The Madison Metropolitan School District is the second largest school district in Wisconsin. The district serves a beautifully diverse population of more than 25,000 students. More than half are students of color. Almost half come from low income households. Nearly one third are English Language Learners, and more than 100 languages are represented in our schools. Madison schools are committed to making this district a place where every child thrives.
Purpose of Position:
Under the general supervision of the General Counsel, this position serves as the first point of contact with public stakeholders, including receptionist duties, and functions as a confidential assistant in support of the Office of Legal Services.
This position requires a high degree of integrity, dedication to continuous improvement, and a commitment to creating and maintaining an inclusive work environment while having a growth mindset that fosters a culture of excellence, growth, and belonging.
Supervisory Responsibilities:
N/A
Essential Duties and Responsibilities:

1. Office Clerical (30%)
   
   1. Greet visitors and respond to telephone calls in a friendly and professional manner.
   2. Support scheduling and workload management for the Legal Services team.
   3. Order and maintain adequate office supplies.
   4. Maintain confidential employee, department, and District records in both physical and electronic form.
   5. Process and distribute incoming and outgoing mail.
   6. Assist with the coordination of various Departmental activities and tasks as requested.
   7. Register General Counsel, Associate General Counsel, Associate Legal Counsel, Investigator, and Title IX Coordinator for all professional memberships and conferences.

1. Legal Support (30%)
   
   1. Draft expulsion briefs, Board memos, and related documents to students and/or families.
   2. Draft, proofread, and format confidential correspondence, memorandums, and other legal documents.
   3. Draft correspondence to opposing counsel.
   4. Assist attorneys with litigation-related preparation.
   5. Conduct basic legal research.

1. Financial and Accounting Support (20%)
   
   1. Maintain and input monthly Administrator payroll and bi-weekly payroll for hourly department staff.
   2. Prepare invoices for payment.
   3. Monitor department budget and expenditures.

1. School Board Support (15%)
   
   1. Prepare documents and required Class I Notices for publication in the newspaper for all School Board Elections and Referendums, and coordinate the same with all Municipal Clerks.
   2. Prepare and have Class I Notices published in the newspaper for all Proceedings and Financial Transfers from Regular Board Meetings, and all other necessary Notices as needed.
   3. Prepare documents required for School Boundary Attachments/Detachments and correspond with neighboring school district staff.
   4. Prepare memoranda to the Board for all requested Shortened Day Agreements.
   5. Assist with the preparation and updating of School Board Policies.
   6. Prepare other documents and notices to, from, and on behalf of the Board as assigned.

1. Other Duties as Assigned (5%)
   
   1. Perform other duties as assigned by department or executive leadership, or their representatives or designees.
   2. Attend District and school functions that support MMSD's strategic framework, initiatives, and core values.
   3. Complete any and all District-required training.
   4. Build collaborative relationships with internal and external business partners and stakeholders.

Knowledge, Skills, and Abilities Required to Perform Essential Job Functions:

• Ability to establish relationships at all levels of the organization.
• Ability to follow principles and practices that promote and advance anti-racism, diversity, equity, and inclusion.
• Ability to effectively communicate with other organizations and public sector entities in Madison and throughout the State of Wisconsin.
• Exceptional organizational skills with the ability to set priorities, make decisions, and meet deadlines.
• Ability to maintain subject matter confidentiality.
• Ability to communicate effectively, both verbally and in writing.
• Ability to work independently with minimal supervision.
• Ability to work effectively with others.
• Ability to work independently and assume responsibility for general departmental tasks and projects.
• Knowledge of generally accepted budgeting and record-keeping practices and procedures.
• Knowledge and expertise with the Microsoft Office Suite, enterprise systems such as Enterprise ERP, Boarddocs, and Google Workspace.
• Solid command of grammar and legalese.
• Strong writing and editing skills.
• Strong analytical skills.
• Knowledge of basic legal concepts, formatting for legal documentation and litigation preparation workflows.

Required Qualifications:

• High school diploma.
• 3 years at an executive-level secretarial or admin support position or equivalent combination of experience and formal training.
• 5 years experience in a legal setting or equivalent combination of experience and formal training.

• Experience with basic project management tools and techniques.
• Experience working cross-culturally and/or a commitment to work toward improving one's own cultural competence (i.e., valuing difference/diversity, recognizing personal limitations in one's skills and expertise, and having the desire to learn in these areas).
• Associate's degree in paralegal studies preferred.

License or Certification Requirements:

• Four-Year Notary Public Commission from the Wisconsin Department of Financial Institutions (DFI) or the ability and willingness to obtain a Four-year Notary Public Commission within four months of hire.

Next Steps

• Upon submitting, your application will be reviewed by the hiring manager. Based on your application materials, a hiring manager may reach out to you to schedule an interview.
• Candidates who have indicated fluency in Spanish and/or Hmong are invited to apply for our bilingual positions as well. If interested in a bilingual position, candidates would be asked to complete reading, writing, and oral language proficiency assessments.

Physical Requirements:
Ability to work under generally safe and comfortable conditions where exposure to environmental factors is minimal and poses little to no risk of injury. This position requires the ability to lift up to 25 pounds occasionally and may involve walking, sitting, stooping or reaching. Manual dexterity is necessary for completing general tasks while operating office equipment. This position may require being stationary for extended periods of time.
Ability to perform work in a variety of indoor and outdoor environments throughout the year, including in inclement weather, spaces without air conditioning, and areas where temperatures may be uncomfortable or fluctuate rapidly.
Working Conditions:

1. Work may require travel to different locations within the district and to off-site meetings.
2. Position may require working evenings, nights, and some weekends.
3. Certain positions within the District may allow hybrid work flexibility for a portion of their work schedule, depending on the needs of the position and the work unit. This topic and any remote work flexibility that may be available will be discussed in more detail in the interview process
4. School-based positions are required to be in-person unless otherwise directed by the building principal.

Disclaimer: This position description is subject to change at any time. The above job description does not limit the duties and responsibilities listed above as they are intended to describe the general nature and level of work being performed. They are not to be construed as an exhaustive list of all responsibilities, duties and skills required. Employees in this position may be required to perform additional job-related tasks as directed by the supervisor.
The Madison Metropolitan School District is an Equal Opportunity Employer. We continue to seek a diverse and talented workforce. We encourage veterans, women, people of color, LGBTQIA+, and people with disabilities to apply. Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status. In compliance with the Americans with Disabilities Act, the District will provide reasonable accommodations to qualified individuals with disabilities.