Job Details

Legal Secretary

Performs secretarial duties requiring knowledge of legal terminology and procedures; does related work as required. An employee in this classification is distinguished from the department secretary in that in addition to general secretarial duties, incumbents routinely perform tasks requiring knowledge of legal terminology and judicial processes, work with highly sensitive and confidential information, and are certified as Law Enforcement Data System (LEDS) operators to access computerized criminal history information. Work is performed under the supervision of a legal or professional employee who reviews work for quantity and quality. Supervision is not normally a responsibility of positions in this position.

(Illustrative only. Any single position in this classification will not necessarily involve all of the listed duties below and other positions will involve duties which are not listed. These duties represent the essential functions needed of persons in this classification.)

• Prepares pleadings and documents including stipulations, affidavits, arrest warrants, search warrants, sentencing orders, petitions and dismissal orders.
• Prepares subpoenas and indictments.
• Initiates and sets up files for criminal cases; maintains files in current status and closes files in accordance with established procedures.
• Provides assistance to the public in completing and processing required documents and forms.
• Answers phones, routes calls, takes messages and makes appointments; answers routine questions regarding departmental policies or procedures.
• Performs basic legal research; assembles information relating to documents, claims and questions from staff and legal professionals.
• Types a variety of letters, memos and reports; takes dictation or transcribes from tapes.
• Reviews and maintains grand jury or court calendar including recording case trial dates, making changes and coordinating witnesses.
• Enters data into computer for internal and external statistical and narrative records and reports.
• Retrieves criminal information from the computer; maintains computerized file tracking system.
• Reviews legal documents for completeness and accuracy.
• Drafts legal documents for review by attorney.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Considerable knowledge of legal office and judicial procedures and terminology; legal forms and documents; English usage and grammar; general office methods and procedures. Understand and follow oral and written instructions; establish and maintain effective working relationships with other employees, outside criminal justice agencies, attorneys and the public, exercise initiative and judgment in completing tasks and responsibilities; communicate effectively both verbally and in writing; organize, file and retrieve materials and documents; deal courteously and tactfully with the public; work accurately under pressure and deadlines; maintain confidentiality; read and interpret legal information.

EDUCATION AND EXPERIENCE High school graduation or equivalency, and two years secretarial experience preferably in a legal or judicial environment; or any satisfactory combination of experience and training which demonstrates the knowledge, skills and ability to perform the above described duties.

REASONING ABILITIES The person in this position must have a very high level of skill in analytical reasoning to fulfill the responsibilities of legal analysis. This requires the ability to comprehend very complicated legal and logical concepts and analyze them accurately and efficiently. The incumbent must be able to comprehend, for example, what changes have occurred in case law and statutory law over time and analyze how those changes affect local government functions.

CERTIFICATES, LICENSES, REGISTRATIONS Position requires ability to obtain a Law Enforcement Data system (LEDS) certification and be a notary public.

BACKGROUND INVESTIGATION Those employed in this position may be subject to pre-employment drug testing/physical examination and a background investigation, including criminal background investigation. Conviction of a crime will not necessarily disqualify an individual for this classification. Must pass and maintain Criminal Justice Information Systems (CJIS) security clearance.