Job Title: Administrative Legal Secretary (Full-Time, Non-Exempt)
Department: State's Attorney's Office
Reports To: Administrator, Attorney, Counselor, or Investigator
SUMMARY
The Champaign County State's Attorney's Office is seeking applicants for an Administrative Legal Secretary position working with our Assistant State's Attorneys and performs specialized and confidential secretarial duties which often require independent judgement; handles clerical and administrative functions. Requires strong organizational ability, initiative, sound judgement, and discretion in communicating with a wide variety of individuals and entities and in obtaining, utilizing, creating, distributing, and storing documents and electronic evidence in support of prosecutors' work on confidential and sensitive matters.
JOB DUTIES AND RESPONSIBILITIES
Include but not limited to the following as other duties may be assigned.
Serves as backup secretary for other assigned legal secretaries.
Handles confidential matters daily relating to all divisions of the State's Attorney's Office.
Schedules hearings, meetings, and court appearances; communicates with court staff, attorneys, witnesses, victims, social service agencies, law enforcement personnel and other outside entities; performs receptionist duties answering phones and assisting office visitors. Receives and responds to calls, emails, and other communications; answers inquiries from County staff, law enforcement, and the general public, exercising patience and professionalism with individuals navigating sensitive or emotional matters.
Types, prepares, and files (including through electronic filing/e-filing systems) correspondence, warrants, summons, subpoenas, writs, orders, indictments, petitions, and other legal documents
- Obtains, utilizes, and manages case information through State and County electronic databases and case management systems, including entering, updating, and retrieving case records and electronic evidence. Maintains a variety of physical and electronic files, records, and evidence, ensuring accurate organization, proper handling, and secure storage; may be responsible for maintaining LEADS certification and running criminal history checks. Completes forms and prepares reports, such as disposition reports and statistical reports, requiring attention to detail and accuracy.
- Provides administrative and organizational support to prosecutors on a variety of confidential and sensitive matters, prioritizing and coordinating multiple time-sensitive tasks with minimal direction.
- May attend meetings, including virtual meetings, as a representative of the department; may train secretarial/clerical staff and interns, exercising leadership and sound judgement.
QUALIFICATIONS
The requirements listed below are representative of the knowledge, skill and/or ability required
EDUCATION AND EXPERIENCE
(Required) High school diploma
Prior office experience with secretarial training required
(Preferred) Minimum of 3 years legal, social service, or criminal justice experience.
(Preferred) Associate degree or higher with special consideration given for specific coursework in secretarial skills, criminal justice, and/or social work.
KNOWLEDGE, SKILLS, AND ABILITIES
Proficient computer skills include but not limited to Microsoft Office, particularly Microsoft Word.
Strong and effective written and verbal communication skills.
Knowledge of modern office practices and principles of modern record keeping
Ability to set up and maintain physical and electronic filing systems
Knowledge of legal phrases and terminology preferred
Excellent organizational and time management skills.
Professional phone etiquette.
Ability to maintain confidentiality and exercise discretion.
LANGUAGE SKILLS
Ability to read, analyze, and understand legal documents and written communications
Ability to write clear correspondence, including email
Ability to effectively present information and respond to questions.
MATHEMATICAL SKILLS
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral, electronic, or diagram form
Ability to deal with problems involving several variables.
Ability to organize and prioritize work and to coordinate several activities simultaneously.
PHYSICAL DEMANDS
This position requires the ability to perform essential secretarial functions in a typical office environment. The employee must be able to sit for extended periods while working at a computer, with occasional standing and walking within the office. Tasks involve typing, filing, and handling office equipment such as phones, printers, and copiers. The role may require occasional lifting of items up to 15�20 pounds (such as boxes of paper or files) and reaching to retrieve or store materials on shelves. Clear communication via phone and in person is necessary, requiring the ability to hear and speak effectively. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of this role.
COMPENSATION
Pay Range: $21.52 - $29.52
The County offers a competitive benefits package, which is outlined on the Champaign County Employment page, including membership in the Illinois Municipal Retirement Fund (IMRF), optional 457 deferred compensation plans, and a comprehensive health insurance plan.
HOW TO APPLY
Applicants should note this is a Bargaining Unit position under the Agreement set by the American Federation of State, County, and Municipal Employees (AFSCME) Union contract.
AA/EEO/ADA
