Assistant Secretary and Legal Stenographer II

This position entails general secretarial and office management duties for the department head or supervisor on the municipal government. 
Work within this classification is distinguished from the Secretary I in that the services involve more complex issues and the employee may serve as an intermediary for the supervising attorney with important delegated duties. The incumbent employee must exercise independent judgement in resolving various problems which do not involve deviation from established policy and procedure. in the absence of the supervising attorney, the employee may act with authority on office management functions. The evaluation of work results is made through discussions with the supervising attorney.  

Responsibilities include, but are not limited to the following:

• Proficiency in Microsoft Office with an emphasis in Word and Excel
• Track and replace office supplies
• Prepare general correspondence with the general public, other municipal departments or outside agencies 
• Manage emails, letters, packages, phone calls and other forms of correspondence
• Create and maintain data bases for statistical and evidentiary purposes
• Draft criminal complaints, subpoenas, motions and various legal documents either independently or under the direction of a supervising attorney. The incumbent is also responsible for the distribution of said documents to the proper department and/or individual and other related duties
• Sort incoming legal documents and either file same in the appropriate files or direct them to the proper individual 
• Receive evidence such as lab reports, certified copies of records and other tangible evidence , and informs the supervising attorney of said receipt
• Interact directly with law enforcement officers and assist in the gathering of police reports and coordinating evidence for discovery, ether independently or under the direction of a supervising attorney
• Understand the parameters of Marcy's Law and prepare documents according to these standards
• Maintains and prepares monthly calendar for the upcoming court hearings and court schedules according to office policy
• complies with all department and office polices and rules, including but not limited to those regarding attendance, safety, drug-free workplace and personal conduct 

• High school diploma or greater
• Minimum of 2 years relevant office experience, including scheduling and document preparation
• Knowledge of criminal law and procedures is a plus
• Must be able to maintain and create physical and digital files, ensuring easy access and retrieval 
• Must maintain confidentiality of office records in accordance to state requirements
• Must be self-motivated with the ability to work with minimum supervision. incumbent must also possess the ability to work in high paced work environment, and be able to multi-task
• All candidates for employment with the City of Youngstown must be a resident of Mahoning County or an Ohio County that is adjacent to Mahoning County at the time of hire 

TYPE: TRAINING AND EXPERIENCE EVALUATION: Applicant’s grade will be determined based on Education and Experience found in the application and resume.

NOTE:THE CIVIL SERVICE COMMISSION RESERVES THE RIGHT TO REVIEW AND EVALUATE ANY AND ALL INFORMATION CONTAINED IN THE APPLICATION OR RESUME.  LACK OF HONESTY WILL RESULT IN IMMEDIATE REMOVAL FROM THE ELIGIBILITY LIST.

NOTE:All copies of diplomas, licenses, certificates, and resumes must be uploaded at the time of filing. Original college transcripts are required as verification of educational attainments. If you are a veteran and wish to claim the military preference credit, please upload a PDF COPY of FORM DD-214 showing proof of honorable discharge.