Legal Secretary – Public Defender - Grade 13
Salary: $40,872.00 ($19.65 hr) – $44,179.20 ($21.24 hr)
Supervisor: Sara Meyers – Public Defender
Purpose The purpose of this classification is to perform advanced secretarial/administrative duties associated with legal activities and proceedings of the District Attorney, Public Defender, Solicitor's Office, or County Attorney.
Essential Functions
Performs advanced word processing/typing functions.
Drafts, composes, transcribes, and prepares correspondence, forms, reports, and other documents via computer and/or typewriter.
Types motions, appeals, notices, accusations, indictments, briefs, condemations, sentences, arraignments, subpoenas, affidavits, bonds, or other legal documents; prepares various calendars and distributes to appropriate parties.
Processes a variety of documentation associated with departmental operations, per established procedures and within designated timeframes; distributes documentation or maintains records as appropriate.
Opens/closes court files; prepares case files for use by attorneys during trial; handles and distributes case files in courtroom during various hearings and trials.
Files dispositions, warrants, orders, and other documents.
Compiles and/or tracks various administrative and/or statistical data pertaining to departmental operations; makes applicable calculations; prepares or generates reports; maintains records.
Performs basic research functions as needed (e.g., checks criminal and traffic histories; tracks changes in address; etc.).
Performs data entry functions by keying data into computer system; retrieves, reviews or modifies data in computer database; generates computerized reports.
Receives various forms, correspondence and other documentation; reviews, responds, forwards, maintains, and/or takes other action as appropriate.
Receives, opens and distributes incoming mail; prepares outgoing mail.
Copies and distributes correspondence, memoranda, reports, and other related materials.
Initiates/receives facsimile transmission of documents via facsimile machine.
Prepares/maintains sensitive and confidential files; sorts/organizes documents to be filed; files documents in designated order; locates/removes files; maintains file system of departmental records.
Maintains inventory of departmental supplies; initiates orders for new or replacement materials.
Coordinates calendar activities to include planning/scheduling appointments, interviews, meetings, conferences, etc.; updates calendar on a regular basis; contacts witnesses, victims, and parties involved as appropriate; communicates information concerning timeframes for court appearances, hearings, continuances, document processing, etc., to attorneys, witnesses, victims, law enforcement officials, defendants, and other individuals.
May receive monies in payment of departmental fees or services; records transactions, issues receipts, and forwards revenues as appropriate.
Greets visitors; ascertains nature of business; assists and/or directs visitors to appropriate person.
Answers the telephone; screens calls; provides information/assistance and initiates problem resolution; takes and relays messages and/or directs can's to appropriate personnel; returns calls as necessary.
Coordinates effective communications by initiating outgoing communications, responding to incoming communications, and relaying information between the department and other departments, outside agencies, and the general public.
Responds to routine requests for information or assistance from members of the staff, the public, or other individuals.
Additional Functions
May assist with jury selection; performs background checks on potential jurors.
Assists in maintaining standard office equipment; replaces paper, toner, ribbons, etc., as needed; troubleshoots basic operational problems; initiates communication with service representatives and provides information concerning operational and/or mechanical problems associated with office machines.
Provides backup coverage to other positions or other departments as needed. Performs other related duties as required.
Knowledge, Skills, and Abilities Knowledge of the basic form and content of various legal instruments and documents; knowledge of the court structure and the requirements of various courts with respect to form of pleadings, briefs, filing of papers in court, etc.; knowledge of legal books; knowledge of departmental functions, organization, and policies; knowledge of standard office practices and procedures; knowledge of secretarial techniques; knowledge of use of business English, grammar, punctuation, spelling and formatting of business correspondence; knowledge of filing and recordkeeping methods; knowledge of basic mathematics; knowledge of standard office equipment; and knowledge of basic computer applications and techniques.
Skill in performing advanced secretarial work functions; skill in operating standard office equipment; skill in typing; skill in recording/transcribing dictation; and skill in utilizing various computer software programs relevant to the position.
Ability to understand departmental policies, procedures, rules and regulations; ability to perform advanced secretarial operations involving transactions requiring effective accountability and accurate records; ability to organize work activities and establish priorities; ability to carry out projects with minimal supervision; ability to maintain confidentiality of department information; ability to work with frequent interruptions or under pressure; ability to gather and compile data for reports; ability to maintain a calendar of activities; ability to understand and follow detailed written and oral instructions; ability to communicate effectively both orally and in writing; ability to effectively screen telephone calls, visitors and mail and initiate problem resolution; ability to establish and maintain effective working relationships with employees, other agencies, and the general public; ability to establish and maintain effective filing systems; ability to perform required mathematical calculations; ability to operate standard office equipment; ability to type accurately with appropriate speed; ability to perform data entry accurately with appropriate speed; ability to record and transcribe dictation with appropriate speed; and ability to utilize various computer software programs relevant to the position.
Minimum Qualifications
High school diploma or GED required, supplemented by training in computers and secretarial skills; three years of secretarial experience in a legal environment or a related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May require possession and maintenance of valid G.C.I.C./N.C.I.C. certification.
Minimum Requirements to Perform Essential Job Functions
PHYSICAL: Must be able to operate a variety of automated office equipment including a computer, printer, typewriter, copy machine, facsimile machine, shredder, dictation/transcription equipment, postage machine, calculator, and telephone. Physical demand requirements are at levels of those for light work.
DATA COMPREHENSION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics of data, people, or things.
INTERPERSONAL COMMUNICATION: Requires the ability to speak with and/or signal people to convey or exchange legal and administrative information.
LANGUAGE ABILITY: Requires ability to read a variety of legal and administrative documentation; write job related documentation and reports with proper format, punctuation, spelling, and grammar.
INTELLIGENCE: Requires the ability to learn and understand relatively complex secretarial, legal and administrative principles and techniques; make independent judgments in absence of supervision; acquire and expound on related knowledge.
VERBAL APITITUDE: Requires the ability to record and deliver information; explain procedures; follow verbal and written instructions.
NUMERICAL APATITUDE: Requires the ability to utilize mathematical formulas; add, subtract, multiply, divide; determine percentages; interpret statistical data.
FORM/SPATIAL APATITUDE: Requires the ability to visually inspect items for proper dimensions using equipment.
MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in using automated office equipment;
MANUAL DEXTERITY: Requires the ability to handle items, automate equipment, control switches, use one hand while coordinating the other; minimal eye/hand/foot coordination levels.
COLOR DIFFERENTIATION: May require the ability to discern color.
INTERPERSONAL TEMPERAMENT: Requires the ability to handle and relate to people under minimal stress.
PHYSICAL COMMUNICATION: Requires the ability to talk, express, or exchange ideas by means of spoken words and/or hear and perceive sounds.
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Supervisor: Sara Meyers – Public Defender
Purpose The purpose of this classification is to perform advanced secretarial/administrative duties associated with legal activities and proceedings of the District Attorney, Public Defender, Solicitor's Office, or County Attorney.
Essential Functions
Performs advanced word processing/typing functions.
Drafts, composes, transcribes, and prepares correspondence, forms, reports, and other documents via computer and/or typewriter.
Types motions, appeals, notices, accusations, indictments, briefs, condemations, sentences, arraignments, subpoenas, affidavits, bonds, or other legal documents; prepares various calendars and distributes to appropriate parties.
Processes a variety of documentation associated with departmental operations, per established procedures and within designated timeframes; distributes documentation or maintains records as appropriate.
Opens/closes court files; prepares case files for use by attorneys during trial; handles and distributes case files in courtroom during various hearings and trials.
Files dispositions, warrants, orders, and other documents.
Compiles and/or tracks various administrative and/or statistical data pertaining to departmental operations; makes applicable calculations; prepares or generates reports; maintains records.
Performs basic research functions as needed (e.g., checks criminal and traffic histories; tracks changes in address; etc.).
Performs data entry functions by keying data into computer system; retrieves, reviews or modifies data in computer database; generates computerized reports.
Receives various forms, correspondence and other documentation; reviews, responds, forwards, maintains, and/or takes other action as appropriate.
Receives, opens and distributes incoming mail; prepares outgoing mail.
Copies and distributes correspondence, memoranda, reports, and other related materials.
Initiates/receives facsimile transmission of documents via facsimile machine.
Prepares/maintains sensitive and confidential files; sorts/organizes documents to be filed; files documents in designated order; locates/removes files; maintains file system of departmental records.
Maintains inventory of departmental supplies; initiates orders for new or replacement materials.
Coordinates calendar activities to include planning/scheduling appointments, interviews, meetings, conferences, etc.; updates calendar on a regular basis; contacts witnesses, victims, and parties involved as appropriate; communicates information concerning timeframes for court appearances, hearings, continuances, document processing, etc., to attorneys, witnesses, victims, law enforcement officials, defendants, and other individuals.
May receive monies in payment of departmental fees or services; records transactions, issues receipts, and forwards revenues as appropriate.
Greets visitors; ascertains nature of business; assists and/or directs visitors to appropriate person.
Answers the telephone; screens calls; provides information/assistance and initiates problem resolution; takes and relays messages and/or directs can's to appropriate personnel; returns calls as necessary.
Coordinates effective communications by initiating outgoing communications, responding to incoming communications, and relaying information between the department and other departments, outside agencies, and the general public.
Responds to routine requests for information or assistance from members of the staff, the public, or other individuals.
Additional Functions
May assist with jury selection; performs background checks on potential jurors.
Assists in maintaining standard office equipment; replaces paper, toner, ribbons, etc., as needed; troubleshoots basic operational problems; initiates communication with service representatives and provides information concerning operational and/or mechanical problems associated with office machines.
Provides backup coverage to other positions or other departments as needed. Performs other related duties as required.
Knowledge, Skills, and Abilities Knowledge of the basic form and content of various legal instruments and documents; knowledge of the court structure and the requirements of various courts with respect to form of pleadings, briefs, filing of papers in court, etc.; knowledge of legal books; knowledge of departmental functions, organization, and policies; knowledge of standard office practices and procedures; knowledge of secretarial techniques; knowledge of use of business English, grammar, punctuation, spelling and formatting of business correspondence; knowledge of filing and recordkeeping methods; knowledge of basic mathematics; knowledge of standard office equipment; and knowledge of basic computer applications and techniques.
Skill in performing advanced secretarial work functions; skill in operating standard office equipment; skill in typing; skill in recording/transcribing dictation; and skill in utilizing various computer software programs relevant to the position.
Ability to understand departmental policies, procedures, rules and regulations; ability to perform advanced secretarial operations involving transactions requiring effective accountability and accurate records; ability to organize work activities and establish priorities; ability to carry out projects with minimal supervision; ability to maintain confidentiality of department information; ability to work with frequent interruptions or under pressure; ability to gather and compile data for reports; ability to maintain a calendar of activities; ability to understand and follow detailed written and oral instructions; ability to communicate effectively both orally and in writing; ability to effectively screen telephone calls, visitors and mail and initiate problem resolution; ability to establish and maintain effective working relationships with employees, other agencies, and the general public; ability to establish and maintain effective filing systems; ability to perform required mathematical calculations; ability to operate standard office equipment; ability to type accurately with appropriate speed; ability to perform data entry accurately with appropriate speed; ability to record and transcribe dictation with appropriate speed; and ability to utilize various computer software programs relevant to the position.
Minimum Qualifications
High school diploma or GED required, supplemented by training in computers and secretarial skills; three years of secretarial experience in a legal environment or a related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May require possession and maintenance of valid G.C.I.C./N.C.I.C. certification.
Minimum Requirements to Perform Essential Job Functions
PHYSICAL: Must be able to operate a variety of automated office equipment including a computer, printer, typewriter, copy machine, facsimile machine, shredder, dictation/transcription equipment, postage machine, calculator, and telephone. Physical demand requirements are at levels of those for light work.
DATA COMPREHENSION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics of data, people, or things.
INTERPERSONAL COMMUNICATION: Requires the ability to speak with and/or signal people to convey or exchange legal and administrative information.
LANGUAGE ABILITY: Requires ability to read a variety of legal and administrative documentation; write job related documentation and reports with proper format, punctuation, spelling, and grammar.
INTELLIGENCE: Requires the ability to learn and understand relatively complex secretarial, legal and administrative principles and techniques; make independent judgments in absence of supervision; acquire and expound on related knowledge.
VERBAL APITITUDE: Requires the ability to record and deliver information; explain procedures; follow verbal and written instructions.
NUMERICAL APATITUDE: Requires the ability to utilize mathematical formulas; add, subtract, multiply, divide; determine percentages; interpret statistical data.
FORM/SPATIAL APATITUDE: Requires the ability to visually inspect items for proper dimensions using equipment.
MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in using automated office equipment;
MANUAL DEXTERITY: Requires the ability to handle items, automate equipment, control switches, use one hand while coordinating the other; minimal eye/hand/foot coordination levels.
COLOR DIFFERENTIATION: May require the ability to discern color.
INTERPERSONAL TEMPERAMENT: Requires the ability to handle and relate to people under minimal stress.
PHYSICAL COMMUNICATION: Requires the ability to talk, express, or exchange ideas by means of spoken words and/or hear and perceive sounds.
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