Legal Secretary I

Job Description:

Join the State’s Attorney’s Office and play a vital role in supporting the administration of justice. We are seeking a highly organized and detail-oriented Legal Secretary to provide specialized secretarial and administrative support to attorneys handling a variety of legal matters. This position requires professionalism, discretion, and the ability to thrive in a fast-paced environment with strict deadlines and sensitive information. If you have strong legal administrative skills, take pride in accuracy, and want to contribute to meaningful work within the justice system, we encourage you to apply.

Performs specialized secretarial work for attorneys related to court or specific legal matters. Such work is distinct from work of a legal nature that is more in the realm of general secretarial work even though it may be performed in a legal setting. The work involves preparing legal documents, maintaining legal files, interviewing persons to prepare statements, safeguarding confidential information, and performing related legal office work. The work requires training and prior office experience including the ability to take verbal and transcribe verbal dictation. Workers receive supervision from attorneys.

Essential Job Functions

Produces a variety of typed or word processed legal documents such as motions, briefs, pleadings, memoranda, writs and orders; transcribes oral and/or machine dictation, or types copy from drafts; proofs and edits typed materials for accuracy of grammar, spelling, punctuation and format and makes corrections; ensures adherence to established style guides and formats.

Maintains case activity, including calendars and dockets, and using computerized case management system: enters case information, activity and updates and corrects data as necessary.

Responsible for the generation, handling, and subsequent destruction of highly sensitive confidential files such as Records of Arrest and Prosecution.

Initiates and follows through on case actions: summons witnesses; sends for copies/results of laboratory tests, prior convictions, and bank records.

Reviews cases for procedural or sustentative problems.

Calculates child support payments.

Composes legal pleadings for filing with the courts.

Interviews clients to obtain statements.

Composes correspondence and memoranda in response to recurring inquiries and as deems appropriate.

Maintains yearly court statistics for DWI.

Keeps supervisor informed of matters; researches files and records and compiles data for supervisor's review.

Communicates with courts and others to arrange schedules, meetings and relay or obtain information, or pass on instructions; maintains liaison with and informs other parties of matters requiring their attention; speaks for supervisor on matters on which supervisor's views are known, or as otherwise authorized.

Receives and assists visitors to the office; queries visitors and directs them to appropriate staff or offices; answers substantive questions regarding office/department operations for the purpose of facilitating the use of services.

Assists the public, clientele, and others in accessing and making use of department services by advising them regarding their needs and services provided.

Receives, screens, and refers telephone calls; queries callers and transfers or refers calls to appropriate staff or other offices; answers technical or substantive questions regarding office/department operations.

Receives, screens and routes mail; directs items to other staff or County offices as appropriate.

Assists with new employee training to include court/office terminology.

Maintains manual and/or automated financial, accounting, personnel and other administrative and management files and records; ensures confidentiality of files and records and uses discretion in controlling access to and release of information.

Other Duties

Performs related work as required.

Knowledge, Skills, and Abilities (These are pre-employment KSA that apply only to Essential Job Functions.)

Knowledge of--

• Modern office procedures and practices including operation of office appliances such as calculators and computers.

• Secretarial procedures and practices.

Ability to--