Legal Secretary II
Provides responsible legal assistance and technical support to the professional staff within and external to the District Attorney's Office. Provides support in the areas of preparing and processing legal documentation, researching/exchanging information, and providing confidential and complex secretarial support to an assigned division and/or courtroom within the District Attorney's Office.
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.
Knowledge, Skills, & Abilities:
- Receives general supervision from a clerical or administrative supervisor and indirect supervision from the professional legal staff.
- Exercises no supervision.
- Provide confidential and complex assistance and support to the District Attorney's Office, professional legal staff, and related law enforcement agencies including, but is not limited to, drafting, preparing, developing, proofreading, and verifying a variety of reports, letters, memoranda, forms, pleadings, motions, releases, affidavits, jury instructions, and subpoenas.
- 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 penal systems, appropriate deputies, and related 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.
- 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 Writs, Restraining Orders, and Orders to Show Cause for accuracy and validity; ensure that papers are served within the time allowed by law.
- 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.
- 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.
- Legal terminology and procedures related to the court system and civil process.
- District Attorney and division rules, regulations, policies, procedures, and standard operation procedures.
- Complete Preview Assessment and "Fit for Duty" testing as administered by the Office of the District Attorney.
- Learn and apply policy, methods, and current technologies in the performance of duties.
- Accomplish the assigned workload in a timely manner and meet established performance standards and objectives.
- Learn legal and other terminology used within the District Attorney's Office and the criminal justice system.
- 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.
- Type 65 net words per minute.
- 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.
- Pass aptitude and skills testing as administered by the Office of the District Attorney.
- Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community.
- One year of experience comparable to that of Legal Secretary I in the District Attorney's Office.
- High School diploma or GED required, supplemented by specialized business, legal, administrative, or technical course work. Bachelor degree preferred.
- Maintain continuing education hours annually or as required.
- Possession of, or ability to obtain, certification as a Notary Public.
- Possession of, or ability to obtain, certification as a legal assistant preferred.