Legal Secretary

This is specialized clerical, secretarial, and administrative work performed in support of municipal prosecution and legal operations. An employee in this class performs a variety of legal support functions requiring knowledge of court procedures, legal terminology, records management practices, and office administration.

Work involves preparing legal documents, maintaining prosecutor case files, coordinating schedules, responding to routine inquiries, processing discovery requests, and facilitating communication among attorneys, court personnel, law enforcement agencies, victims, witnesses, and the public. Employees are expected to exercise discretion, maintain confidentiality, and perform work with a high degree of accuracy and attention to detail.

Work is performed under the general supervision of the Court Supervisor and is evaluated through the quality, accuracy, and timeliness of work performed.

Prepares summonses, subpoenas, continuances, motions, orders, correspondence, and other legal documents for attorney review and court processing.

Responds to and processes discovery requests in accordance with established procedures and attorney direction.

Organizes, maintains, and updates case files to reflect current case status, court actions, and final dispositions.

Screens, reviews, organizes, and maintains police reports, supporting documentation, and related case materials.

Coordinates court calendars, hearing schedules, attorney appearances, police officer appearances, witness scheduling, and related court activities.

Performs court record and case record research using established records systems (FullCourt, Records Enterprise, Powertime) and other databases.

Maintains electronic and physical filing systems, including legal records, court files, correspondence, and related documentation.

Reviews incoming mail, court notices, filings, and correspondence and routes materials to appropriate personnel.

Drafts routine correspondence and standardized legal documents for review and approval.

Responds to public inquiries regarding court procedures, case status, records requests, and departmental processes consistent with established policies.

Serve as a liaison between prosecutors, court personnel, law enforcement agencies, City staff, victims, witnesses, and the public.

Assists with records management, document retention, and file archiving in accordance with applicable retention schedules.

Maintain confidentiality of sensitive information, attorney work product, criminal justice records, and privileged communications.

Create reports, statistical summaries, tracking logs, and administrative records related to prosecution and court activities.

Provides general administrative support including scheduling meetings, maintaining calendars, ordering supplies, processing invoices, and preparing correspondence.

Performs related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of legal terminology, court procedures, records management practices, and office administration. Knowledge of municipal court operations and prosecution processes. Knowledge of modern office practices, business English, grammar, punctuation, and document preparation. Ability to prepare and maintain accurate legal records and files. Ability to organize work, manage multiple priorities, and meet established deadlines. Ability to communicate effectively with attorneys, judges, court personnel, law enforcement agencies, City employees, and the public. Ability to maintain confidentiality and exercise sound judgment when handling sensitive information. Ability to learn and utilize case management systems, electronic filing systems, and related software applications. Skill in the operation of computers and standard office equipment

Graduation from high school or equivalent and:

Two (2) years of specialized training in legal secretarial studies, legal administration, criminal justice, office administration, or related field. OR Four (4) years of progressively responsible legal, court, prosecution, or related administrative support experience. OR Any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities. 

DESIRABLE QUALIFICATIONS: Experience supporting a municipal prosecutor, city attorney, district attorney, municipal court, or law enforcement agency. Experience with court case management systems and electronic filing systems. Experience processing subpoenas, discovery requests, legal filings, and court documents. Experience in a municipal government environment.

This position performs legal secretarial and prosecution support functions but does not provide legal advice, perform independent legal analysis, represent parties in court, or exercise authority reserved to licensed attorneys.

This is a non-exempt position (eligible for overtime compensation)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.

 Attendance is an essential function of the job.

This is sedentary office work; exerting up to ten pounds to lift, carry, push, pull or move objects.

Hiring Range:  $52,453 - $60,321