Legal Secretary-Prosecutor

Supervised by: Office Manager-Prosecutor's Office

Supervises: No supervisory responsibility

Position Summary:

Under the supervision of the County Prosecutor and Office Manager, performs a vast variety of secretarial and administrative support functions for the legal staff. Activities include preparing and processing legal documents, generating criminal complaints & warrants, preparing, and issuing subpoenas, opening, and maintaining case files and providing office support such as answering telephones and opening and processing mail. Regularly enters juvenile criminal case and civil ticket information to the case tracking database. May be responsible for special assignments such as assisting with the processing of child support cases, Court of Appeals cases, Supreme Court cases, applications to set aside convictions, assisting in the prosecution of planning/zoning ordinance violation, forfeiture cases, and license restoration matters. Ensuring that prescribed time requirements are met. May also be required to attend court hearings with the Prosecutor/ APKs for Audio/Visual Support and participate in trial preparation.

Essential Job Functions:

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

1. Responsible for initial analysis of documents upon receipt to determine proper course of action. Prepares and files various motions, orders, stipulations, warrants, subpoenas, juvenile court petitions, and other legal forms and documents for District Court, Circuit Court, and Probate Court. Must have the ability to understand, interpret and effectively communicate legal policies, procedures and requirements. Must retain knowledge and remain current of court rule and legal statutes, specifically for, but not limited to, service of process and proofs of service as appropriate. Review, edit and prepare briefs and responses. Respond to correspondence at the discretion of Prosecuting Attorneys. Review documents for content accuracy, spelling, punctuation, grammar, and format. Must be detail oriented, able to prioritize and multitask, also needs to be reliable and maintain confidentiality.

2. Answer telephone calls, respond to inquiries and/or directs phone calls to proper individuals or departments, and follow through with messages. Facilitate walk-ins, including defense attorneys, citizens, witnesses, victims, police agencies, and county personnel, answering inquiries regarding court proceedings, departmental procedures, schedules, case information, and other matters. The office handles matters where people are emotionally and physically effected by crime. Therefore, daily contact can occur where staff will be required to de-escalate uncomfortable situations both on the phone and in person. Staff must have the knowledge and skills to handle these interactions. Must maintain rapport with all agencies, defense attorneys, victims and individuals.

3. Proficient in time management/requirements i.e., court rules, statutes, court procedures. Facilitate the meeting of deadlines by keeping multiple agendas and providing timely reminders. Requiring proficiency with Microsoft Office, Outlook 365, time management systems, ACT (Adult Case Tracking), JCT (Juvenile Case Tracking), Word, OnBase, and LEAP, Axon-Evidence.com, Watchguard, Secretary of State online record system and State Police Central records Database. Ability to navigate online resources i.e., Judicial Warehouse, SCAO, ICLE, Secretary of State online record system and State Police Central records Database.

4. Coordinate the scheduling of matters requiring the presence of a prosecutor with all three courts and maintaining dates in a computer calendar system. Updating information as the cases is processed through the courts. Carries our follow-up directives of the Prosecutor or Assistant Prosecutor. Processes incoming mail and reviews for notices of hearing or dates to be added to the office calendar. Effective communication with Prosecutor or Assistant Prosecutor is imperative.

5. Prepare and maintain Adult and Juvenile criminal files (both Felony & Misdemeanor), civil infraction tickets, civil files (ex: Zoning Cases) including processing all documentation, which includes submitting documents to the courts, attorneys and any other necessary parties involved in the case. Maintain departmental filing systems. Knowledge of legal vocabulary and procedures is required. Ability to comprehend and rectify important document issues in criminal and probate cases.

5. Responsible for preparing all Circuit Court cases on the schedule for trial, motion day, and any scheduled hearings. Obtains necessary information and prepares matters requiring habitual offender information.

6. Prepares all writs for any Circuit Court and District Court hearings that are scheduled when the Defendant is incarcerated, be it through county jails throughout the state or the Michigan Department of Corrections, making sure that the defendants appear in court when scheduled.

7. Prepares Circuit Court and District Court cases for trial. Review case, source and verify important case materials in preparation for upcoming trials and hearings for all courts. Prepare, track, and monitor service of subpoenas to witnesses, victims and agencies involved in the proceedings, then monitor the case files prior to trial to ensure all witnesses have been served.

8. After Circuit Court Motion days, is responsible to get trial dates, plea dates, sentencing and other information, then determine and completes the necessary follow up documents needed based on what happened at the court proceeding.

9. Enter case witnesses/victims' information into criminal case tracking system and generate subpoenas for witnesses/victims to appear in court hearings/trials (i.e., preliminary examination hearings and jury trials). Ensure witnesses are notified when hearing/trials are adjourned, waived, pied, or cancelled.

10. Coordinate the scheduling of matters requiring the presence of a prosecutor with all three courts and maintaining dates in a computer calendar system. Updating information as the cases is processed through the courts. Carries out follow-up directives of the Prosecutor or Assistant Prosecutor. Processes incoming mail and reviews for notices of hearing or dates to be added to the office calendar. Effective communication with Prosecutor or Assistant Prosecutor is imperative.

11. Prepare criminal warrants and juvenile petitions. In that capacity performs inputting and updating case information from warrant requests and juvenile petitions and enters parties, witnesses, and other information from the police report. Forwards warrant requests to legal staff for review and authorization/denial. Prepares and distributes warrants to the proper court. Communicates with police agencies on status and follows through with any need further investigation and/or information.

12. Responsible for preforming duties of Discovery Technician in their absence which would include a range of discovery tasks such as assembling, organizing, and preserving investigative and case materials, collecting and compiling evidence sought by opposing parties, accurately chronicling all discovery/evidence produced to the defense, may be asked to assist with researching legal problems, develops legal memoranda applying laws to legal problems for presentation to an Attorney. Must obtain knowledge of court rules for service of process and prepare proofs of service as appropriate. Proofread briefs and answer correspondence for the Prosecuting Attorneys. Proofread documents for spelling, punctuation, grammar, and format.

13. Responsible for maintaining and reconciling the schedule of upcoming court hearings, prepares updates and ensures that appropriate personnel are notified. Ability to identify and distinguish case types, assign cases to appropriate staff members. Enters dates for pre-trials, pleas, trials, sentencings, and other court actions to the electronic system. Prepare orders for payment of witness fees as applicable.

14. Close cases/files by reviewing and reconciling with all parties following receipt of disposition for all 3 Court, entering disposition into computer system for electronic retention. Responsible for preservation and updating case record system.

15. Responsible for the processing of appeals, briefs, motions, and other documents with the 29th Circuit Court, the Michigan Court of Appeals, and the Michigan Supreme Court. Opening and maintaining files and performing other support tasks related to appeals. This includes malting arrangements to obtain hearing transcripts.

16. Shall be responsible for reviewing and coordinating the processing of child support related cases including setting up files of incoming referrals, generating complaints, summons, ex parte orders, UIFSA petitions and various motions and orders, Review and reconcile case data into the computer system, ensuring service of process, obtaining parent locator system information, and providing other assistance to the investigator and attorney handling child support cases. Arranges and schedules testing and prepares notices to appear. Prepares and notarizes orders, adjournments, default judgements, proof of service, and other documents related to paternity/support cases. Ability to use Munis, MiCSES, and Business Objects tool.

17. Provide assistance with child support cases, includes reviewing and preparing pleadings, tracking cases, responding to inquiries regarding the cases, and coordinating the processing of cases with the Department of Health and Human Services and the Friend of the Court.

18. Receive, process and file confidential criminal fingerprint records with court and State Police central records database which is ultimately linked to the person's criminal history (accuracy is imperative).

19. Processing request for Criminal History from Law Enforcement Information Network (LEIN) which requires special training and security credentials while maintaining confidentiality. Misuse of security requirements could result in misdemeanor criminal penalties.

20. Perform support tasks related to the civil matters (i.e., Planning and Zoning Department matters) handled by the office, including preparing and filing complaints, summons and orders to show cause. Arranging proper service of documents and maintains case files.

21. Perform a variety of support tasks such as preparing legal documents, copying, faxing, and filing. Processing daily office correspondence (i.e. incoming and outgoing mail).

22. Maintain closed files section of Prosecutor's Office which includes the vault and storage rooms. Must know State Retention Policy. Organize and maintain files and dispose of files as authorized. Retrieve files from vault and closed files area.

23. In the absence of the Office Manager, sustain efficiency of all office procedures and case management so as to guarantee reliability and consistency.

24. Perform other duties as required.

Required Knowledge, Skills, Abilities, and Minimum Qualifications:

The requirements listed below are representative of the knowledge, skills, abilities, and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the job.

Requirements include the following:

• Associate degree or equivalent supplemented by college or vocational training in secretarial science or a similar field and two years of progressively more responsible experience in providing clerical and administrative support preferably in a legal office or court environment. A professional certificate or college degree is preferred.
• The county, at its discretion, may consider an alternative combination of formal education and work experience.
• Knowledge of the principles and practices of general office procedure, and local, state, and federal laws, rules, and regulations governing the operations of a prosecutor's office.
• Ability to learn the State of Michigan court system procedures and practices.
• Skill in maintaining detailed and accurate records and managing case files in both electronic and non- electronic format.
• Skill in assembling and analyzing data and preparing accurate reports.
• Skill in effectively communicating ideas and concepts orally and in writing.
• Demonstrated ability to maintain professional integrity and effectively meet and deal with the public. Comply and understand the Michigan Rules of Professional Conduct i.e., confidentiality.
• Ability to establish effective working relationships and use good judgement, initiative and resourcefulness when dealing with County employees, contractors to the County, representatives of other governmental units, professional contacts, elected officials, and the public.
• Skill in the use of office equipment and technology, including Microsoft Suite applications, database entry and the ability to learn new software programs applicable to the position.
• Ability to pass a Criminal History check.
• Ability to meet the requirements to qualify to become a notary.

Physical Demands Work Environment;

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

Due to the nature of this position employees will be subject to sensitive and or graphic material.

While performing the duties of this job, the employee is regularly required to communicate in person and by telephone, read regular and small print, view, and produce written and electronic documents, and enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office setting, stand, sit, stoop, and kneel, use hands to finger, handle, or feel, and reach with hands and arms. The employee must lift or push/pull objects of up to 15 lbs. without assistance. Accommodation will be made, as needed, for office employees required to lift or move objects that exceed this weight.

The typical work environment of this job is a business office setting where the noise level is quiet and sometimes moderate.

Job Type: Full-time

Pay: $43,298.00 - $51,953.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person