Legal Secretary Jobs

Job Summary

Provides legal secretarial support to Division staff. Performs highly responsible and confidential secretarial duties and administrative functions.

Minimum Qualifications

Two (2) years of professional office clerical experience.

Due to the nature of this position, the successful applicant must successfully pass an initial criminal background check, as well as every two years thereafter, and continuously meet the requirements of the Bureau of Criminal Information (BCI).

Essential Functions

• Utilizes legal training and knowledge of office functions by answering telephone inquiries, referring them to the proper attorneys, take messages, greets and gives information to the general public, law enforcement officers, defense attorneys and other governmental agencies.
• Independently reviews each case file and orders all necessary legal documents from the agencies according to individual cases. Assists attorneys in maintenance of statistics of court appearances, dispositions and transactions involving cases. Accesses information to court calendars and case files in preparation of related statistics.
• Coordinates inquiries from other office divisions, county departments, state agencies, law enforcement and others with Risk Management and Claims Adjusters as required.
• Using county ordinances, state criminal code and wildlife regulation ordinances, transcribes accurately into legal format the charges to be filed.
• Prepares required documents using written copy, transcription equipment, shorthand notes or other job specific tools. Makes copies for filing system and appropriately distributes originals.
• Coordinates inquiries from other office divisions, county departments, state agencies, law enforcement agencies, and courts regarding status of attorney work products.
• Prepares travel/training requests for seminars, conferences, and workshops, and assists in setting appointments for assigned attorneys.
• Analyzes information in case file to determine action to be taken. Prepares appropriate legal documents for processing of case.
• Obtains information from defendants as to their assets and financial status. Composes and prepares the appropriate order utilizing the statutes. Composes and prepares the appropriate order and submits to judge and opposing counsel.
• Receives citations from courts and fact-sheets from attorneys and prepares case files and necessary legal documents.
• Composes correspondence as requested by attorneys, obtains signature, copies documents for distribution.
• Answers inquiries on case status either by telephone or written correspondence. Provides citizens with written information of what will transpire, including the name of appropriate judge, the address and telephone number.
• Receives outside and defense attorneys’ motions for discovery and reviews case file to determine which documents are to be provided and provides opposing counsel with same.
• Maintains accurate and current case files and performs duties required for maintenance. Assists in the calling of witnesses for notice of hearing, trials, continuations, cancellations, etc., as required.
• Keeps daily and weekly calendars of appointments, preliminary hearings, trials and pre-trials for prosecuting attorneys; monitors cases so the proper action is taken within the time limits set forth by statute; coordinates with court clerks and checks via on-line computerized access for court-calendar updates.
• Coordinates with courts regarding continued cases and rescheduling of same.
• Prepares and maintains case files (electronic record and hard copy); analyzes information in electronic form and hard copy case file to determine action to be taken; prepares appropriate legal documents for review by attorneys and processing of case.
• Drafts service contracts for assigned attorneys’ client agencies.
• Assists in setting appointments for assigned attorneys.
• Assists in the review, logging in and routing of all incoming mail, inter-office and county correspondence to assigned attorneys and/or personnel.