SECRETARY II

COUNTY OF LAPEER•Lapeer, MI

1d•$18 - $25•Onsite

About The Position

Under the supervision of the Prosecuting Attorney and/or Chief Assistant Prosecuting Attorney, the Secretary II performs varied secretarial and support functions for the Prosecuting Attorney’s Office legal staff. The role prepares and processes legal documents and correspondence, maintains misdemeanor and juvenile case files, prepares misdemeanor warrants and juvenile petitions as assigned, and provides general secretarial support. The position also supports court proceedings by coordinating case files, witnesses, subpoenas, records, schedules, and communications with law enforcement agencies, attorneys, courts, and the public. The Secretary II works in an office setting and interacts with the public, attorneys, court personnel, and individuals charged with or convicted of criminal offenses. The role requires access to filing systems and use of computers and general office equipment, as well as bending, stooping, and kneeling when filing or retrieving documents. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more listed requirements.

Requirements

High school graduation or equivalent experience.
One year of secretarial experience in a legal setting providing knowledge of legal terminology and court procedures.
Experience with a computer system similar to the one used in the office.
Knowledge of the court process.
Working knowledge of privacy requirements related to court records.
Ability to communicate with and de-escalate clients in various emotional states, including people who may be verbally abusive or hostile.
Ability to interact positively and objectively with coworkers, officers of the court, clients, attorneys, and members of the public with varying communication skills.
Ability to use word-processing software and operate computers and other general office equipment.
Excellent verbal and written communication skills.
Knowledge of how to enter and retrieve information from computer systems.
Skill in Microsoft Word, Office, and Excel.
Excellent customer service skills.
Fast and accurate keyboarding skills.
Ability to access filing systems, enter and retrieve information from computer systems, and generate documents from computer systems.
Ability to bend, stoop, and kneel when filing and retrieving documents.

Nice To Haves

Advanced coursework in word processing and legal secretarial areas.

Responsibilities

Types ticket information and pre-trial court dates into the computer to open District Court files.
Maintains misdemeanor and juvenile probate case files, updates court dates in the computer and file folders, and closes and files completed cases.
Prepares and mails trial subpoenas and provides witness lists to the prosecutor for approval.
Orders police reports, certified convictions, and certified driving records; notifies police agencies to send drugs to a laboratory for testing; and prepares writs as needed.
Prepares misdemeanor warrants and juvenile petitions, queries warrant requests for pending or prior charges, enters information from requests and police reports, and forwards warrant requests for prosecutorial review and authorization or denial.
Generates and distributes warrants, follows up with police agencies on denied warrants requiring further investigation or information, and prepares search warrants for police agencies.
Prepares and reviews fingerprint cards and forwards them to the State of Michigan.
Responds to defense attorneys’ discovery demands by copying police reports and preparing cover letters, prosecutor’s demands, and proofs of service.
Obtains approval for adjournments and prepares stipulations, motions for adjournment, and nolle prosequi documents for the court.
Prepares files for pre-trials, verifies that required reports and documents are included, contacts police agencies for reports and case information, and updates computer files after trials and pre-trials.
Prepares District Court and Probate Court dismissals for defendants who have completed counseling programs or have delayed sentence dates.
Types weekly court hearing schedules and reviews scheduling records for accuracy so witnesses are not called for cases that have changed status.
Copies police reports, prepares paperwork, bills attorneys requesting reports, and sends reports for defendants referred to counseling programs to the appropriate agencies.
Orders office supplies, forms, and postage.
Calculates OUIL restitution collected through District and Circuit Courts, verifies totals, identifies case numbers and police agencies, calculates reimbursement breakdowns, and prepares and mails invoices, vouchers, and checks.
Files divorce waivers with the Circuit Court and Friend of the Court, forwards copies to requesting attorneys, maintains a log, and compiles monthly reimbursement lists for judges.
Types appeal briefs and copies and files documents with appellate courts; prepares cover letters and proofs of service.
Backs up the Clerk/Typist by responding to callers and visitors and answering questions about departmental procedures, schedules, case information, and other matters.
Assists law enforcement agencies with warrant authorizations.
Receives, opens, and delivers incoming mail to the Office Manager.
Prepares and types reports, correspondence, and other documents, and proofreads them for spelling, punctuation, grammar, and format.
Backs up other office staff and performs recording, scheduling, typing, filing, copying, faxing, reception, and other assigned support tasks.
Computes copying charges and prepares payment requests.
Locates and organizes witnesses for meetings with prosecutors, reserves expert witnesses for court proceedings, generates subpoenas, and ensures parties are informed and prepared to appear at scheduled times.
Schedules competency hearings with Community Mental Health/Forensic Center.
Assists coworkers and completes their work when they are sick or on vacation.
Enters court dates, pleas, dismissals, convictions, and special-program information into the office data-tracing system.
Pulls files for the week’s scheduled court dates and files documentation received from courts, defense attorneys, and witnesses in the appropriate files.