Legal Secretary

Location:

Hamilton County is one of Indiana’s fastest growing, highest educated and wealthiest counties in the state and the Midwest. Two-thirds of the workforce lives and works in the county -- a percent that has remained constant since 2010.  Hamilton County is continually recognized in rankings ranging from “Best Cities to Relocate To” and “Best City to Raise a Family” to “Healthiest County in Indiana” and “Happiest Suburbs in the Nation”.  Come be a part of all Hamilton County has to offer as we work together to serve the citizens of Hamilton County.

Job Description:

POSITION DESCRIPTION

COUNTY OF HAMILTON, INDIANA

POSITION:  Legal Secretary

DEPARTMENT:  Prosecuting Attorney

WORK SCHEDULE:  8:00 a.m. - 4:30 p.m., M-F

STATUS:  Full-time

FLSA STATUS:  Non-exempt

HOURLY RATE: $26.9583 per hour     

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed in this document are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Incumbent serves as Legal Secretary for the Prosecuting Attorney, responsible for providing clerical and legal support to department personnel and Carmel or Noblesville City Court as assigned.

DUTIES:

Performs various clerical duties as assigned, such as typing a wide variety of documents, often transcribing from dictation, copying/filing/mailing/notarizing documents, delivering/retrieving documents/files to/from other County departments, locating/pulling/organizing/replacing files, entering data on computer, printing lists and reports, and opening/distributing/filing department mail.

Maintains calendar of hearing and trial dates and other appointments for assigned department personnel and for assigned city court.

Answers telephone and greets office visitors, including determining purpose of call/visit, researching/providing information and assistance, answering questions, and directing to appropriate personnel.

Reviews files for required documents, and contacts appropriate agencies/individuals for omitted/ missing items. Retrieves/prints IDACS reports as needed.

Periodically compiles and prepares statistical reports as assigned.

Periodically processes expungement requests as needed, including pulling files, preparing documents, forwarding Deputy Prosecuting Attorney's opinions to court, and destroying files as ordered. Destroys other obsolete files according to state requirements as assigned.

Performs related duties as assigned.

I.  JOB REQUIREMENTS AND DIFFICULTY OF WORK:

High school diploma or GED and a minimum of three years of relevant clerical experience, preferably in a legal/court environment. Possession of or ability to obtain IDACS certification and notary public within specified period.

Working knowledge of basic criminal justice system policies, procedures and legal terminology, and ability to apply such knowledge to a variety of interrelated tasks.

Ability to prepare and process legal documents, type with speed and accuracy, and properly operate a variety of standard office equipment, including computer, printer, telephone/switchboard, fax machine, calculator, transcriber/dictaphone, and copier.

Working knowledge of standard English grammar, spelling and punctuation, and ability to effectively communicate orally and in writing with co-workers, other County departments, law enforcement and community service agencies, attorneys, crime victims, and/or the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.

Ability to understand and follow oral and written instructions, and appropriately respond to constructive criticism.

Ability to work alone with minimum supervision, and maintain appropriate, respectful interrelationships with co-workers.

Ability to provide public access to or maintain confidentiality of department information/records according to state requirements.

Ability to work on several tasks at the same time, often under time pressure, and complete assignments effectively amidst frequent distractions and interruptions.

Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.

Ability to comply with all employer/department personnel policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to occasionally work extended and/or evening hours.

II.  RESPONSIBILITY:

Incumbent performs standard, recurring duties according to department and legal policies and procedures. Incumbent receives indirect or occasional supervision, with priorities determined primarily by supervisor and formal deadlines. Errors in work are usually prevented through prior instructions from supervisor and legally defined procedures, and are detected through notification from other departments, agencies or the public. Undetected errors may result in inconvenience and/or work delays in other departments/agencies.

III.  PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, law enforcement and community service agencies, attorneys, crime victims, and/or the public for purposes of exchanging information, explaining policies and procedures, and coordinating document processing.

Incumbent reports directly to Deputy Prosecuting Attorney and Office Administrator.

IV.  PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment, which may involve sitting for long periods, sitting and walking at will, walking/standing for long periods, keyboarding, speaking clearly, bending, reaching, crouching/kneeling, close vision, hearing communication, lifting/carrying objects weighing less than 25 pounds, handling/grasping/fingering objects, and exposure to potentially violent/hostile individuals. Incumbent occasionally works extended and/or evening hours.

APPLICANT/EMPLOYEE ACKNOWLEDGMENT

The job description for the position of Legal Secretary for the Prosecuting Attorney describes the duties and responsibilities for employment in this position.  I acknowledge that I have received this job description and understand that it is not a contract of employment.  I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.

Hamilton County is an Equal Opportunity Employer. We participate in E-Verify.