Legal Secretary Specialist
Provides legal assistance and technical support required of a Legal Secretary II as well as professional, administrative coordinative work for complex cases including monitoring and supervising discovery, organizing and maintaining the file and trial materials, assisting in motion practice, and assisting in the preparation of materials for trial presentation.
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.
- Receive general supervision from a professional legal staff, and may also receive general supervision from a clerical or administrative supervisor.
- Exercise no supervision.
- Provide confidential and complex support to professional legal staff. Such assistance and support generally includes, but is not limited to, drafting, developing, preparing, proofreading, and verifying a variety of reports, letters, memoranda, forms, pleadings, motions, releases, affidavits, jury instructions, subpoenas, and file documents with the court as applicable.
- 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.
- 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 legal research on complex and diverse legal matters.
- Promptly review all discovery to verify functionality and completeness.
- Contact appropriate agency parties to remedy any problems with discovery or request follow-up investigation.
- Order reports and other documents necessary to meet discovery obligations and for trial preparation.
- Ensure the accurate and prompt flow of discovery to the appropriate party.
- Prepare and maintain trial documents/notebooks.
- Assist attorney in reviewing and tracking motions filed by the prosecution and defense, including all responses and court rulings.
- Work with appropriate parties in preparing cases for trial.
- Prepare media for presentation at trial, pursuant to attorney direction, including redaction of media, organization of media, and preparation of time lines and other exhibits.
- Provide assistance and support to attorneys and appropriate parties throughout the trial process.
- Maintain effective communication with all involved parties to facilitate teamwork during complex trials.
- Maintain expertise in the use of technology necessary to complete these tasks and explore new technology to better accomplish these tasks.
- Compose general correspondence required to complete these duties.
- Create and maintain complex and extensive records and reports.
- 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, Windows 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.
- Find, learn, and utilize new and improved technologies to perform duties.
- Correct English usage, spelling, punctuation, and grammar.
- Filing and record keeping systems.
- Legal terminology and procedures related to the court system and civil process.
- 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 and procedures related to the court system and civil process
- Applicable rules, regulations, policies, procedures and standard operation procedures.
- Read and understand legal documents and related case materials.
- Communicate clearly and concisely, both verbally and in writing.
- Maintain sensitive and confidential information.
- 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 employees, representatives of other agencies and organizations, and members of the community.
- District Attorneys Office Only:
- Complete "Fit for Duty" testing as administered by the Office of the District Attorney.
- Type 65 net words per minute.
- Pass aptitude and skills testing as administered by the Office of the District Attorney.
- Two years of experience comparable to that of Legal Secretary II
- High School diploma or GED required, supplemented by specialized business, legal, administrative, or technical course work.
- Bachelor degree preferred.
- Paralegal 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.