Legal Secretary

TITLE: Legal Secretary

GENERAL PURPOSE

Union position

Under the direct supervision of the Prosecuting Attorney, is responsible for a variety of secretarial and para-legal work in preparing legal documents, and providing assistance to attorneys in the Prosecuting Attorney’s office.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Acts as legal secretary for all Attorneys in the office.

2. Composes and types correspondence and other documents, independently or as directed, for Attorney signature.

3. Attends meetings and court hearings as assigned by Prosecuting Attorney. Also attends certain meetings on own behalf.

4. Assures that assigned areas of responsibility are performed timely.

5. Maintains excellent public relations between office and other county departments and public.

6. Investigates and follows-up on citizen requests for service, complaints, and requests for information (FOIA).

7. Performs routine clerical work in receiving the public, providing assistance, and data processing.

8. Assists the public by answering questions about the prosecutor's office; responding to inquiries from citizens and others and referring, when necessary, to appropriate persons.

9. Locates and notifies responsible parties for pretrial and court appearances.

10. Assists in the procurement of department materials and supplies. Operates listed office machines as required.

11. Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, proper grammar and completeness.

12. Inputs and processes data in office case management program; makes simple postings to accounts; compiles data for various reports.

13. Prepares legal documents such as motions, memoranda of law, briefs, orders, amended information, petitions, and sentencing recommendations.

14. Maintains automated court and appointment calendars; prepares weekly criminal docket and monthly reports as directed.

15. Acts as custodian of departmental documents and records as assigned.

16. Establishes and maintains filing systems, control records and indexes using moderate independent judgment.

17. Schedules appointments for attorneys, and performs other secretarial duties.

SECONDARY DUTIES

a. Serves as a backup for Office Manager/Victim Rights Assistant.

b. Operates a vehicle to run work related errands.

c. Receives, stamps and distributes incoming mail, processes outgoing mail.

d. Prepares meeting agendas and minutes.

e. May interview clients, police and other parties in order to prepare court reports.

DESIRED MINIMUM QUALIFICATIONS

Education and Experience:

a. Graduation from a high school with specialized course work in general office practices such as typing, filing accounting and bookkeeping, and

b. Three (3) years’ experience as a secretary in a legal office setting. Prefer experience with emphasis in general and criminal law, or any equivalent combination of education, training and experience which provides the necessary knowledge, skills and abilities to perform the job. Experience in a law office is preferred. Prefer person with excellent skills and experience in the use of Microsoft systems, i.e. Word, Access, Outlook, Excel, PowerPoint, and Publisher. Website experience is helpful but not required. Strong secretarial skills are required, including experience in drafting letters and documents; review and revision of documents prepared by others.

c. Completion of legal secretary coursework.

Necessary Knowledge, Skills and Abilities:

a. Must have good organizational skills and good verbal communication skills.

b. Must possess the ability to handle multiple tasks at the same time.

c. Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures; some knowledge of accounting principles and practices; knowledge of legal terminology, format and standard legal instruments; working knowledge of the court system.

d. Skill in operation of listed tools and equipment.

e. Ability to effectively meet and deal with the public; ability to communicate effectively verbally and in writing; ability to handle stressful situations.

f. Ability to conduct routing legal research, assemble data and prepare accurate records and reports; ability to effectively meet and deal with the public; ability to communicate effectively verbally and in writing.

g. Ability to handle stressful situations.

h. Strong grammar and spelling skills is a must. Must have excellent writing skills.

SPECIAL REQUIREMENTS

Must posses a valid Michigan driver’s license.

TOOLS AND EQUIPMENT USED

Personal computer including word processing, spreadsheet and database software; scanner; copy machine; postage machine; binding machine; fax machine; calculator; phone; file cabinets; entry books; pens; pencils; manuals; and reference books.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is frequently required to sit and talk or hear and to sit for long periods of time. The employee is occasionally required to walk to departments with the building and from building to building; use hands to finger, handle or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is typical of a busy office, ranging from quiet to moderately noisy.

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference check; criminal history check; drug testing, , physical, driving record check; job related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Antrim County is an Equal Opportunity Employer

Job Type: Full-time

Pay: From $20.58 per hour

Expected hours: 40 per week

Benefits:

• AD&D insurance
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement

Work Location: In person