Senior Legal Secretary

Closing Date: 11/15/24

Interviews will be held on Friday, November 22, 2024

Healthcare Benefits:   

• Family Health Insurance - Monthly Premium of $320.16
• Single Health Insurance – Premium paid in Full by Employer
• HEALTH INSURANCE DEDUCTIBLES COVERED IN FULL WITH A VEBA ACCOUNT FUNDED BY EMPLOYER

BASIC FUNCTIONS:

• Provide clerical and administrative support to attorneys and victim/witness services. Serve the public by answering questions via phone or in person and/or directing the public to the correct person or department in order to resolve the issue.

ESSENTIAL FUNCTIONS:
Legal Duties

• Prepare and produce a variety of technical and legal documents, billings and files, including verifying the accuracy of legal citations; proofreading and editing materials for proper phraseology and legal form; securing necessary information, signatures and notarizations within strict mandated timelines; photocopying and assembling materials; and composing routine correspondence.
• Update files, court documents and court records as directed by attorneys.
• Analyze, document, and manage forfeitures; prepare proper documentation and notifications, including making bookkeeping entries.
• Complete Bureau of Criminal Apprehension (BCA) tracking forms on gross misdemeanors and felonies.
• Review and assure compliance with Federal IV-E funding requirements on juvenile court orders.
• Prepare various victims’ paperwork and documentation.
• Under the supervision of the Office Administrator, draft and file pleadings, and document and draft affidavits, motions, notices, writs, discovery documents (requests and responses), deposition questions, and correspondence.
• Schedule court hearings and maintain calendar of court cases by verifying that all hearings are noted in the ledger and that the relevant documents are filed for easy access by the attorneys.
• Notify all appropriate parties of court hearings.
• Prepare witness lists and arrange for subpoenaing of witnesses, schedule witness appearances.
• Type and transcribe a variety of legal letters, memoranda, and other technical materials (including correspondence, opinions, briefs, contracts, affidavits, motions, petitions, dismissals, complaints, warrants, orders, subpoenas, and commitments) from copy, rough draft, dictation, or dictaphone.
• Maintain record-keeping systems for cases and activities to include recording pleas, trials, convictions, acquittals, dismissals, sentences, and other dispositions of cases; index and categorize cases for future retrieval and reference.
• Contact other public agencies for information relevant to court cases or administrative proceedings.
• Assign new cases to attorneys based on established case rotation and assignment procedures.

Administrative Support

• Screen and direct phone calls and office visitors/public.
• Schedule appointments for legal staff.
• Perform general receptionist duties and act as an information resource to the public.
• Perform transcription from dictation.
• Prepare, produce, route, and receive mail/deliveries.
• Audit and maintain file compliance with applicable laws.
• Initiate and maintain criminal and civil cases within the appropriate system.
• Maintain an inventory of departmental office supplies and order supplies as necessary.
• Perform records retention.

Education and Experience:

• High school graduation or equivalent.
• Two years of post-secondary education in office skills, legal secretary or equivalent.
• One year of related, full-time administrative work experience or equivalent, preferably in the legal field.
• Education and experience beyond high school to total a minimum of three years.
• Or an equivalent combination of education and experience sufficient to perform the essential functions of the job.

Note: Applicant must be a minimum of eighteen (18) years of age. Applicant must successfully complete a comprehensive background check.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
Required at Entry:

• Knowledge of and experience with the proper formats to be used in the preparation of legal forms and documents.
• Knowledge of general office procedures.
• Knowledge of legal terminology.
• Knowledge of criminal complaint, juvenile petition, and SJIS coding systems.
• Knowledge of the various courts and their procedures.
• Knowledge of relevant State and County departments.
• Skill in the operation of word processing equipment, electronic typewriter, transcription equipment, document scanner, photocopy machine, calculator, and telephone equipment.
• Skill using the Microsoft Office suite of applications.
• Skill at performing sustained and accurate typing (60 wpm) of technical and legal materials.
• High level of skill related to writing, editing and proofing business English, spelling, and grammar.
• Ability to transcribe legal dictation quickly and accurately from transcription equipment.
• Ability to set priorities and meet work deadlines.
• Ability to work independently in the absence of specific instructions.
• Ability to use discretion in the handling of confidential information.
• Ability to establish and maintain effective working relationships with attorneys, other employees, and clients.
• Ability to perform arithmetic computations.
• Ability to understand written and oral instructions.
• Ability to lift boxes of files and printer paper weighing up to 25 pounds.
• Possess a thorough, organized and detail-oriented approach to work.