Legal Secretary

Job Description

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.

All Grades

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

The following duties and responsibilities are intended to be representative of the work performed by the incumbent(s) in this position and are not all-inclusive.

The omission of specific duties and responsibilities will not preclude it from the position.

Applicants must be prepared to demonstrate the ability to perform the essential functions of the job with or without a reasonable accommodation.

Drafts service contracts for assigned attorneys’ client agencies.

Prepares required documents using written copy, transcription equipment, shorthand notes, or other job specific tools. Makes copies for filing system and appropriately distributes originals.

Prepares travel / training requests for seminars, conferences, and workshops, and assists in setting appointments for assigned attorneys.

Composes correspondence as requested by attorneys, obtains signature, and copies documents for distribution.

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.

Coordinates inquiries from other office divisions, County departments, state agencies, law enforcement agencies, and courts regarding status of attorney work products.

Coordinates inquiries from other office divisions, County departments, state agencies, law enforcement, and others with Risk Management and Claims Adjusters as required.

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.

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.

Analyzes information in case file to determine action to be taken. Prepares appropriate legal documents for processing of case.

Using county ordinances, state criminal code, and wildlife regulation ordinances, transcribes accurately into legal format the charges to be filed.

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.

Receives citations from courts and fact-sheets from attorneys and prepares case files and necessary legal documents.

Coordinates with courts regarding continued cases and rescheduling of 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.

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.

Assists in setting appointments for assigned attorneys.

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.

Assists in the review, logging in, and routing of all incoming mail, inter-office, and County correspondence to assigned attorneys and / or personnel.

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.

KNOWLEDGE, SKILLS AND ABILITIES (KSA)

Knowledge of :

General secretarial / clerical procedures and techniques

Legal terminology

Office technology systems

Business English, proofreading, and editing techniques

Salt Lake County rules, regulations, policies, and procedures

Criminal justice system

Civil, criminal, and bankruptcy court procedures

County subdivision approval process

Word processing systems and equipment

Legal research

Salt Lake County Cash Handling policies and procedures

Filing systems and procedures for various courts, the District Attorney’s Office, and outside agencies

Skills and Abilities to

Type accurately at 40 words-per-minute

Work with computer software related to job-specific duties

Accurately transcribe dictation from transcriber

Greet and assist the public in a prompt, courteous, and professional manner

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

Work duties are performed in a professional office environment.