Legal Secretary (Commonwealth Attorney)

City of Charlottesville•Charlottesville, VA

16h•Onsite

About The Position

This Legal Secretary assigned to the Charlottesville Commonwealth's Attorney's Office performs a variety of administrative and technical work in support of the Commonwealth's Attorney's Office. This position involves handling sensitive case-related information, assisting with the discovery process, and providing general administrative support while maintaining a high level of attention to detail, effective time management, and coordination with external agencies to ensure compliance with legal procedures. Works under general supervision and reports to the Commonwealth’s Attorney.

Requirements

High School diploma or GED AND at least 6 months of administrative work including experience with legal documents, discovery processes, or similar legal office operations.
OR At least 3 years of administrative work including experience with legal documents, discovery processes, or similar legal office operations.
Required to successfully pass a pre-employment background check and pre-employment drug screen.
Knowledge of office administration, secretarial techniques, record-keeping practices, and modern office equipment/software (e.g., Microsoft Office Suite, legal management software).
Knowledge of court processes, legal terminology, and procedures, including discovery, subpoenas, and motions.
Familiarity with state and federal regulations related to legal documentation and data confidentiality.
Reading Intermediate: Ability to read and understand legal documents and other written materials such as books, newspapers, magazines, journals, multi-step instruction manuals, and reference materials.
Writing Intermediate: Ability to organize data and write clear and concise reports, business letters, explanations, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.
Math Basic: ability to perform the four basic arithmetic operations of addition, subtraction, multiplication, division.
Communication Skills Intermediate: Provide and receive complex information. May include interactions that involve stressful, negative situations requiring significant tact and the ability to diffuse aggressive behavior and reach consensus. Elements of persuasion may be necessary to gain cooperation and understanding.
Establishes and maintains effective working relationships with City staff, leaders, and the public.
Requires General Direction: Normally performs the job by following general instructions or established standard operating procedures and/or policies. There is some discretion when making decisions among a few easily identifiable choices of the appropriate procedure or policy to apply to duties. Performance is reviewed frequently.
Skilled: Comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the assigned and apparent job responsibilities.
Intermediate skill in Microsoft Office applications and departmental software.
Prepares and processes purchasing documents and payments.
No supervisory responsibilities. May occasionally direct helpers, assistants, seasonal employees, interns, or temps.
Excellent organizational, time management and customer service skills.
Balance multiple tasks simultaneously.
Works closely with others as part of a team.
May require dealing with angry, frustrated and/or upset individuals.
May have constant interruptions and requests for service.
Performs tedious or exacting work.
Must work effectively with sensitive and confidential issues and information.

Nice To Haves

Associate's degree in Paralegal Studies, Criminal Justice, or related field.
Experience in a legal office or court-related setting.

Responsibilities

Serves as the primary point of contact for visitors, staff, and external stakeholders in person, by telephone and written correspondence, providing guidance on departmental policies and directing inquiries appropriately.
Conducts initial interviews with visitors to gather necessary information and provide assistance.
Collects and compiles critical information from external sources such as police reports, body-worn cameras, CCTV footage, medical evaluations, ECC data, and other discovery materials.
Assists the discovery process by coordinating requests with external agencies, tracking required materials, and ensuring the timely delivery of discovery items to defense counsel.
Utilizes multiple software programs simultaneously to compile, organize, and manage case-related data.
Prepares, proofreads, formats, and reviews legal and administrative documents to ensure accuracy, completeness, and adherence to confidentiality requirements.
Types and transcribes legal and administrative documents accurately and efficiently to ensure timely preparation and delivery of materials.
Handles sensitive information with professionalism and in compliance with legal and organizational policies.
Provides comprehensive administrative support, including preparing correspondence, maintaining office filing systems, and processing mail.
Manages office calendars, schedules appointments, tracks deadlines for legal and administrative submissions, and ensures timely follow-up on outstanding items.
Answers routine correspondence for supervisor.
Orders, processes, and documents a variety of accounting documents such as purchase orders, invoices, work orders, and maintaining inventories and office supplies.
May assist in the development and implementation of office policies and procedures.
Prepares data for special and periodic reports as required.
Responsible for appropriate use and maintenance of City equipment, tools, and other resources, including work time.
Regular and reliable attendance.
Performs additional duties to support operational requirements as apparent or assigned.