Secretary Jobs

About The Position

Requirements

• Two (2) years of professional office clerical experience.
• 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).
• 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

Nice To Haves

• Knowledge of general secretarial/clerical procedures and techniques
• Knowledge of legal terminology
• Knowledge of office technology systems
• Knowledge of business English, proofreading, and editing techniques
• Knowledge of Salt Lake County rules, regulations, policies, and procedures
• Knowledge of criminal justice system
• Knowledge of civil, criminal, and bankruptcy court procedures
• Knowledge of county subdivision approval process
• Knowledge of word processing systems and equipment
• Knowledge of legal research
• Knowledge of Salt Lake County Cash Handling policies and procedures
• Knowledge of filing systems and procedures for various courts, the District Attorney’s Office, and outside agencies

Responsibilities

• 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, 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.