Legal Secretary Trainee (Temporary) (Grade 6)
About The Position
Under close supervision, performs work of routine difficulty in a variety of legal secretarial and office duties. This position has department/office specific responsibility. Receives and processes documents that are scanned and uploaded to office database; updates case information in office database; assists the general public (victims, defense counsel, law enforcement personnel, court personnel, witnesses, etc.), providing answers to questions which can include general information on court procedures, status of cases, or contact information for other agencies that can provide additional assistance. Completes court runs twice daily to deliver and pick up legal documents from various departments. Completes administrative runs daily to deliver outgoing mail and pick up paperwork from County Administration and Finance departments. May be required to assist with formatting and typing letters, memoranda, and legal documents for review, approval, and use by an attorney. Files documents with the appropriate court or entity. Assists with the preparation and processes of confidential and sensitive legal documents and correspondence. Maintains office records and files. Processes and logs incoming documents and directs them to the proper location. Greets visitors/callers, ascertains nature of business, and directs to appropriate person. Sorts, indexes, and retrieves forms, correspondence, and documents. Checks and completes records, forms, and documents. Regular and reliable attendance is required.
Requirements
- High School Diploma or GED equivalent
- One (1) year of general secretarial office experience or legal office experience
- Equivalent combination of education and experience
- Successful completion of a background check
- Knowledge of County policies and procedures
- Knowledge of general office practices and procedures
- Knowledge of business English, spelling, punctuation, and grammatical usage
- Knowledge of court procedures or legal documents
- Skilled in the use of the English language, including spelling, punctuation and grammar
- Skilled in preparation of documents and reports
- Skilled in operating various office equipment and word processing
- Skilled in creating and maintaining files
- Skilled in taking and recording notes
- Skilled in meeting and dealing effectively and tactfully with public inquiries and problems
- Skilled in establishing and maintaining effective working relationships with employees, other agencies and the public
- Skilled in prioritizing work assignments to meet time constraints
- Skilled in maintaining confidentiality
- Skilled in communicating clearly and concisely, both verbally and in writing
- Ability to effectively respond to phone calls, emails and complaints in a timely manner
- Ability to plan, prioritize, manage and respond to multiple assignments in a fast-paced environment
- Ability to read, write, research, synthesize data and detailed reports
- Ability to use modern office equipment and computers
- Ability to communicate effectively verbally and written
- Ability to lift up to 5 – 25 lbs
Responsibilities
- Receives and processes documents that are scanned and uploaded to office database
- Update case information in office database
- Assists the general public (victims, defense counsel, law enforcement personnel, court personnel, witnesses, etc.), provide answers to questions which can include general information on court procedures, status of cases, or contact information for other agency that can provide additional assistance
- Completes court run twice daily to deliver and pick-up legal documents from various departments
- Completes administrative run daily to deliver outgoing mail and pick-up paperwork from County Administration and Finance departments
- May be required to assists with formatting and typing letters, memoranda, and legal documents for the review, approval and use by an attorney
- Files documents with the appropriate court or entity
- Assists with the preparation and processes of confidential and sensitive legal documents and correspondence
- Maintains office records and files
- Processes and logs incoming documents and directs them to the proper location
- Greets visitors/callers, ascertains nature of business, and directs to appropriate person
- Sorts, indexes and retrieves forms, correspondence and documents
- Checks and completes records, forms and documents
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What This Job Offers
Career Level
Entry Level
Education Level
High school or GED
