Probation - Legal Secretary

Puyallup Tribe of Indians•Tacoma, WA

4d•Onsite

About The Position

The Legal Secretary provides high-level clerical, administrative, and operational support to the Probation and Youth Diversion Department. This position maintains both electronic and physical records, manages sensitive and confidential information, supports case flow functions, assists the public and clients at the front counter, and ensures the efficient daily operations of a justice-based office. Work involves direct contact with probation clients—including those who may be hostile, intoxicated, or unpredictable—and requires strong organizational, interpersonal, and safety-aware skills.

Requirements

Associate’s degree (A.A.) or a related certification; or two years related experience and/or training; or satisfactory equivalent combination of education and experience required.
Intermediate experience and knowledge using word processing and spreadsheets (i.e. Word for Windows, Excel, Access, etc.) required.
Employee must demonstrate the ability to interact tactfully and positively with Tribal members, all levels of staff and management.
Ability to maintain a high level of confidentiality.
Ability to read, analyze and interpret common professional journals, financial reports, and legal documents.
Ability to respond to common inquiries or complaints from staff and regulatory agencies.
Ability to write reports and business correspondence.
Ability to effectively present information and respond to questions.
Ability to effectively present information to management, employees and groups of people.
Ability to communicate effectively with people of varying backgrounds, education levels, and temperaments.
Ability to work with mathematical concepts such as fractions, percentages, ratios, and proportions and apply them to practical situations.
Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Must have and maintain a valid and unrestricted Washington State Driver’s license and proof of insurance.
Driver’s License must not contain any restrictions that would otherwise prevent an employee from complying with the Tribe’s Vehicle Use Policy.
Must be willing to attend appropriate educational training program(s) to enhance skill, knowledge, and abilities.
Successful completion of department case management software, training required to be completed within 2 years of hire.
Must qualify and be certified to be able to access information from National Crime Information Center (NCIC) and Criminal Justice Information Services (CJIS is a division of FBI) and obtain and maintain a level 2 certification.
Must pass a criminal background check prior to and periodically throughout employment.
Ability to be culturally sensitive in a diverse community.
Must not have any outstanding arrest warrants and no criminal convictions during the last five years per CJIS access requirements.
Requires the ability to operate a personal computer, multi-line telephone, calculator, facsimile, security cameras, and photocopier.
Requires the ability to read, write, communicate, and interpret information accurately in English.
Requires the ability to concentrate and consistently produce accurate work.

Nice To Haves

Experience in a Tribal, Court, legal, or probation environment preferred.
Ability to perform verbal de-escalation techniques preferred.

Responsibilities

Greets public; provides customer service in a culturally sensitive and trauma-informed manner.
Directs clients to designated meeting areas and may need to de-escalate situations when clients are upset.
Answers phones, screens calls, takes detailed messages, schedules appointments, and photocopies documents.
Logs, tracks, and distributes all incoming correspondence outgoing correspondence. Including orders, reports, mail, and interdepartmental communication.
Maintains office equipment, as necessary.
Maintains office supplies and equipment, including: managing inventories, tracking and confirming orders.
Regularly completes computer file backup.
Processes, files, maintains, safeguards, and archives all criminal, civil, Youth Diversion and child dependency files according to department procedures and Criminal Justice Information Systems standards.
Drafts, formats, and edits legal documents, correspondence, and notices as needed.
Assists in compiling research of cases, reports, and other projects.
Collects and maintains accurate data and statistics on all cases, including maintaining a domestic violence data tracking system, and monitors to ensure compliance with grants awarded for the benefit of the Probation Office.
Receipts certified mail.
Apprises Probation staff of anyone in custody with law enforcement daily.
Contributes to a favorable public image of the Tribe by establishing and maintaining relationships and participation in the community (civic, industry, and professional).
Maintains calendars for staff and meeting rooms: schedules meetings and coordinates with Tribal Court, Prosecutor, Public Defender, service providers, and other agencies.
Supports officers by preparing packets, making copies, scanning items, and organizing files and documents. Including utilizing the case management software daily to upload documents, update cases, maintain accurate logs, and ensure timely data entry.
Keeps lobby and interview rooms stocked, clean, and prepared for client use.
Performs other duties as assigned.