Legal Secretary I
Provides responsible legal assistance and technical support to the professional staff. Provides support in the areas of preparing and processing legal documentation, researching/exchanging information, and providing confidential and complex secretarial support.
The following statements are illustrative of the duties and responsibilities of the job. The organization retains the right to modify or change the duties and responsibilities of the job at any time.
- Receives immediate supervision from a professional legal staff, and may also receive immediate supervision from a clerical or administrative supervisor.
- Exercises no supervision.
- Provide confidential and legal assistance and support to professional legal staff. Such assistance and support generally includes, but is not limited to, preparing, proofreading, and verifying a variety of reports, letters, memoranda, forms, pleadings, motions, releases, affidavits, jury instructions, and subpoenas. Frequent use of established templates and forms.
- Receive calls and visitors; respond to general complaints and requests for information as appropriate; conduct necessary research to respond to specific inquiries; interpret basic services, policies, rules, and regulations, and assist in resolving concerns and complaints; route inquiries appropriately for more complex matters and interpretation issues to the appropriate staff or agency.
- Coordinate legal activities and documents with judicial and/or penal systems, and other appropriate agencies parties.
- Maintain attorney calendars including events, meetings, due dates, and schedules and notify participants as needed; confirm dates and times; make meeting arrangements; prepare and distribute meeting agendas and related materials and attend meetings and hearings; may record and distribute minutes.
- Prepare summaries and reports as assigned; perform routine research; assemble and categorize case materials for trial.
- May schedule screening appointments with professional legal staff; maintain records and files related to the screening process including preparing case files on all new cases, researching prior and pending cases when new cases are filed, and recording cases with the Court as appropriate.
- Review incoming documents such as Motions, Writs, Orders, Notices and correspondence for accuracy and validity; ensure that any deadlines are known and complied with.
- Utilize current technologies to enter, store, and/or retrieve information as required.
- Establish and maintain a variety of complex, tangible files; file, retrieve, store, track, and purge information as required.
- Contact individuals and agencies to arrange receipt of reports and case materials.
- Prepare case files to include creating and obtaining records, exchanging information with the court and related agencies, issuing subpoenas, and copying and distributing information as appropriate.
- Execute documents necessary for court proceedings such as trial preparation, motions, revocations, Division of Motor Vehicle appeals, dispositions, and sealing of records.
- May serve as a notary public.
- Perform other duties as appropriate or necessary for performance of the job.
Knowledge, Skills, & Abilities:
- Operation of standard office equipment including printers, fax machines, and copiers.
- Operation of computers, scanners and related software and business applications including, but not limited to: word processing, creation of macros and templates, spreadsheets, presentation software, databases, window OS, Web browser, email, imaging and scanning.
- Learn technologies as necessary for the performance of duties, including, but not limited to redacting and media duplication.
- Correct English usage, spelling, punctuation, and grammar.
- Filing and record keeping systems.
- Applicable rules, regulations, policies, procedures, and standard operation procedures.
- Learn and apply policy, methods, and current technologies in the performance of duties.
- Legal terminology and procedures related to the court system and civil process.
- Accomplish the assigned workload in a timely manner and meet established performance standards and objectives.
- Learn legal and other terminology used within department.
- Read and understand legal documents and related case materials.
- Communicate clearly and concisely, both verbally and in writing.
- Maintain sensitive and confidential information.
- Create and maintain complex and extensive records and reports.
- Execute keystrokes at a speed necessary for accurate and professional job performance.
- Analyze complex situations and implement effective solutions.
- Perform duties independently without close supervision.
- Provide professional customer service to clients and public.
- Organize material and present information clearly and concisely in verbal and written form.
- Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community.
- District Attorney's Office Only:
- Type 65 net words per minute.
- Complete "Fit for Duty" testing as administered by the Office of the District Attorney.
- Three years of increasingly responsible experience in administrative and clerical work or a directly related field or in the performance of similar duties and responsibilities.
- High School diploma or GED required, supplemented by specialized business, legal, administrative, or technical course work.
- Maintain continuing education hours annually or as required.
- Possession of, or ability to obtain, certification as Notary Public.