Legal Secretary

Starting Compensation:

Our full-time positions come with an array of excellent benefits including comprehensive healthcare coverage, a pension plan, flexible spending accounts and even a tuition reimbursement program.

At Lancaster County, we understand the importance of work-life balance. That's why we offer paid time off for sick, vacation and holidays, an employee assistance program, and family medical leave.

If you're passionate about making a difference, apply today to join us in serving the community!

Job Description:

JOB SUMMARY

• Word processing, preparation of legal documents, client letters, scheduling of probation/parole hearings, summary appeals, appeals to Superior and Supreme Court of Pennsylvania, preparation of purchasing forms and vouchers, handling of other financial forms including budget preparation, data entry in LegalEdge case management system, scanning of documents, and other general legal secretarial duties.

REPORTING RELATIONSHIPS

• Direct supervision received from the Deputy Administrator with oversight from First Deputy and Chief Public Defenders.

ESSENTIAL JOB FUNCTIONS

 1.  Probation and Parole Violation Hearings:

      (a)  Notify probation and parole officers of the clients our office represents so that probation/parole violation hearings can be scheduled; keep track of prison requests (get prisoners signed up through Bail Administration if necessary) so that prisoners do not spend unnecessary time in LCP; track fine and cost violations whether they originate from the Treasurer’s Office or the Probation and Parole Office;

     (b)  Set up tech PV files as soon as applications are received.  Notify clients of hearing dates and enter hearing dates in Legal Edge;

     (c)  Print capias from CPCMS or request from PO; organize capias with other probation/parole hearing documents; track them for scheduling so that prisoners do not spend unnecessary time incarcerated while awaiting hearings;

     (d)  Accurately review the daily emails to make sure all PVs, sentencings and other scheduling matters are placed on the appropriate attorney calendars;

    ( e)  Monitor Fast Track PV cases and enter, close in LE as necessary

     (f)  Scan closed PV documents and close out PVs in Legal Edge after the APDs have returned the files from court.

2.  Office Supplies:

     (a)  Order office supplies from the County store and/or Office Basics; organize work room space for supplies; monitor supplies and enter orders to maintain adequate quantities;

     (b)  Prepare purchase orders for outside vendors;

     (c)  Verify orders when they are received, and disburse invoices to the appropriate staff people for prompt payment.

3.  Document Preparation/Data Entry/File Management:

     (a)  Assist in waiting on clients and the general public, assist in making up files for prisoners and/or walk-in clients when necessary; prepare fines and costs documents for court hearings with assigned APD;

     (b)  Prepare court letters and subpoenas when required;

     (c)  Type letters, memos, and motions when necessary;

     (d)  Assist APDs in copying or in locating files; do filing as needed;

     (e)  Act as a back-up for Indirect Criminal Contempt, Waivers of Extradition, and Bench Warrant Court matters in another secretary’s absence.

OTHER SPECIFIC TASKS OR DUTIES

           1.  Filing, office reception, telephone reception and other general clerical duties

           2.  Enter data and track court schedules and cases; close cases in data base

           3.  Check support contempt court list provided by Domestic Relations for representation and for conflicts of interest

           4.  Assist in training other staff  members

           5.  Perform other duties as assigned

           6.  Scan required documents to LE

           7.  Daily rounds to the Courthouse as needed

.

MINIMUM QUALIFICATIONS 

             1.  High school graduate.

             2.  Typing and computer literacy a necessity.

             3.  Business school training in related legal subjects desirable.

             4.  Experience in legal field desirable.

             5.  Bi-lingual (English/Spanish) capability desirable.

             6.  Any equivalent combination of education, experience and training that provides the required knowledge skills and ability to perform this job.

KNOWLEDGE, SKILLS AND ABILITIES

• Computer literacy, typing and organizational skills are relevant to performing this job. 

• Ability to concentrate in a high-energy, fast paced environment with distractions is a desirable trait. 

• Ability to work well with other staff  members, including attorneys, paralegals, secretaries and investigators, as well as working well with judicial staff, the clerk of courts staff,  the prison and other court-related personnel. 

• Ability to understand customer  needs and ability to resolve problems is a necessity. 

• Ability to communicate  and interact with other County employees with the flexibility to adapt to changes in the criminal justice system. 

• PA State Criminal Background Check

• Must be able to complete daily rounds/mail delivery in all weather conditions. 

• Must be able to transport all mail collected to and from the Courthouse.

The County of Lancaster offers comprehensive benefits to our employees.  Read more about our benefits here.

Lancaster County Government provides Equal Employment Opportunity for all persons regardless of race, religion, age, sex, national origin, genetic information or disability. The County also observes all applicable laws regarding Veterans status. The County reflects this action in all areas of employment and compensation practices and policies. Employment with the County is based upon the ability to perform the job as well as dependability and reliability once an individual is hired.