Legal Secretary I

Under general supervision of the Director, Weber Public Defender Group, performs legal secretarial duties requiring exercise of independent judgment, sound reasoning and attention to detail. 

ESSENTIAL FUNCTIONS:

Must have or be able to develop a working knowledge of criminal law and procedure, basis structure and roles of criminal justice personnel, and general office practices and procedures to perform the duties of this position. 

Manage time, priorities and resources to achieve goals.  Multi-task while under pressure or strict deadlines. Must be able to function effectively as part of a team and complete assigned tasks timely and accurately.

Must be able to maintain confidentiality of sensitive information received by this office.  Must be able to hear, see, or have knowledge of matters and information related to ongoing criminal cases and investigations and understand that some of the material may be disturbing or unsettling to the average person. Must be able to function effectively despite the nature of the information.

Responsible for answering incoming calls and coordinating front office activities/appointments. Assists individuals entering the office; responds to procedural questions.

Greet clients and direct them to the appropriate employee/department.  Assist with meeting arrangements and logistics. 

May interact with difficult, displeased, angry, or distressed clients and must be able to remain calm and confident manner.  Must have or be able to develop crisis intervention techniques. Effectively interacts with individuals from various socio-economic backgrounds.

Receive, sort and coordinate administration of mail and email. 

Interact with all levels of management and provide a high level of customer service.

Receive payment and properly account for accounts receivable/payables.  Prepare expense reports and entries into records systems as needed.  Assist with coding & processing various invoices and payments.

Contacts Weber County Attorney’s Office, law enforcement agencies, court personnel, witnesses, attorneys, etc. for a variety of reasons such as obtaining additional reports, electronic evidence, or other information necessary for the execution of the functions of this office.

Processes and inputs information into a designated case management program.  Accesses other confidential information systems to obtain information to fulfill the functions of this office.  Processes and distributes information such as reports and recordings for discovery.

Prepares a variety of legal correspondence and documents as directed requiring judgment as to accuracy and completeness; follows paperwork and cases through to completion.

Communicates information to attorneys, investigators and others regarding dates and other important information about cases.

Tracks office supplies, equipment; and inventory.  Notifies the Director of low supply and places orders when needed.

Organizes and assembles court calendars, schedules items on court calendars.  Follows up to complete tasks assigned by attorneys, creates tasks for attorneys and others to fulfill the assigned duties for the case(s). 

Operates a motor vehicle in a safe manner and in compliance with all Utah laws and regulations.

Other duties as assigned.

Any one position may not include all of the duties listed, nor do the listed examples include all duties which may be found in positions of this class. Applicants must be prepared to demonstrate the ability to perform the essential functions of the job with or without reasonable accommodation.

SUPERVISORY RESPONSIBILITIES:

None

EDUCATION/EXPERIENCE:

Education: Graduation from high school or equivalent and one (1) year of college level course work in areas related to secretarial duties; OR

Experience: Graduate from high school or equivalent and one (1) year of progressively increasing responsible experience as a Legal Secretary.

KNOWLEDGE, SKILLS, AND ABILITIES (KSA):

Knowledge: Thorough knowledge of modern office practices and procedures, grammar, spelling and punctuation. Working knowledge of legal terminology and procedures, court systems and documents, as well as the ability to advise the public as needed regarding legal issues and court processes.  Knowledge of the Bureau of Criminal Identification and their systems also helpful.

Skills: Skilled in typing at 40 wpm (net), taking and transcribing dictation as required by the position, operating modern office equipment including (but not limited to) a multi-line telephone and fax machine, scanner, copier, operating computer equipment and applicable software. This position may require the driving of a motor vehicle. Skill in operating a motor vehicle in a safe manner. Ability to ensure motor vehicle is operating in a safe manner. Knowledge of Utah motor vehicle rules and regulations.

Abilities: Ability to exercise initiative and sound judgment and to react resourcefully under varying conditions, maintain accurate records and strict confidentiality of information and records, follow written and oral instructions, communicate effectively (orally and in writing), establish and maintain effective working relationships with supervisors, other employees, other agencies and the general public.

SPECIAL QUALIFICATIONS:

Due to the nature of this position, the successful candidate will be required to complete a pre-employment background check prior to starting the position and must meet and continuously maintain the requirements of the Bureau of Criminal Identification (BCI).

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet but may become moderate at times.

This position is part of a career ladder series with potential advancement to Legal Secretary II.  Advancement is determined by meeting the minimum requirements for the position of Legal Secretary II, by demonstrating history of good performance reviews, and if recommended by his or her supervisor and approved by the Weber Public Defender Group Director.