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Legal Secretary II Duties: Participates in the efficient operation of the assigned area by performing a wide variety of legal secretarial and support duties in order to relieve the attorneys and staff of a variety of procedural details. Initiates, updates and maintains case files by creating physical and computerized files on new cases and receiving, assembling, sorting categorizing and storing subsequent, case-related materials either physically in a file or on computer database to ensure that information is current and accessible. Prepares legal documents, including subpoenas, warrants, petitions, briefs, motions, citations, pleadings and others by typing from transcription, audio tapes, rough draft, oral instruction, dictation or clear copy; reviews drafts for punctuation, spelling and grammar and makes corrections to drafts in order to produce final copies of professional work product. Coordinates activities in the area of assignment by maintaining calendars, scheduling attorney/client meetings or meetings between staff and other groups or organizations, arranging for necessary materials to be available at meetings and arranging business travel for management and professional staff to ensure smooth, efficient operations. Receives and/or requests discovery and processes information by copying reports, police tapes, photos, etc., requesting further needed information and documenting all actions in order to assist attorneys in case preparation. Logs reports from various agencies by entering information into the computer; searches for prior offer ; organizes information; forwards information to appropriate parties and follows up, as needed. Composes and types letters, memoranda and basic reports, utilizing word processing software; reviews drafts for punctuation, spelling and grammar and suggests/makes corrections to drafts; arranges for, or copies, distributes and files same to ensure smooth, efficient operations. Organizes and carries out secretarial/support assignments; researches, compiles and organizes information and data from various sources on a variety of specialized topics related to assigned area; assists in a variety of division operations; performs special projects and assignments as requested. Serves as initial contact/resource person for the area of assignment by screening calls, visitors and mail; responds to complaints and requests for information and assistance from the public, County staff and others by interpreting/explaining regulations, procedures, policies, systems, rules; researches and gathers information to provide accurate answers and information; refers more technical questions or issues to appropriate legal staff; ensures follow up to unanswered inquiries. Operates a variety of modern office equipment including copiers, computers and related software, word processors, tape recorders, duplicators and printers. At the journey level, may train other staff. Performs other related duties as assigned.
Qualification and Experience
The candidate should have graduation from high school or G.E.D. equivalent; AND, 2 years of time experience providing legal secretarial support involving typing and preparation of legal documents, processing and filing legal documents, calendar coordination and project coordination tasks; OR one year full-time experience comparable to a Legal Secretary I with organization; or an equivalent combination of training and education. Must have following knowledge of: Modern office procedures, methods and equipment including computer equipment, word processing methods, techniques and programs. Principles of business letter writing, including English usage, spelling, vocabulary, grammar and punctuation. Record keeping, filing methods and records management techniques. General office procedures, policies and practices, as well as knowledge of computer application, hardware, and other general office equipment related to the performance of the essential functions of the job. Computer applications and hardware related to performance of the essential functions of the job. Legal terminology and legal documents commonly used in the area of assignment. Applicable state, federal and local statutes, laws, rules and regulations that apply to the area of assignment. Should have skill in: Typing and entering data from rough draft or printed text using a word processor or typewriter at a speed necessary for successful job performance. Composing clear and concise correspondence, reports and other written materials. Scheduling and coordinating projects; setting priorities; adapting to changing priorities. Exercising good judgment, applying logical thinking and making sound decisions to accomplish tasks or solve problems. Operating modern office equipment including computer equipment and software programs. Interpreting and applying policies, procedures, statutes and local rules, codes and regulations pertaining to assigned programs and functions. Collecting, compiling and filing information and data. Operating and performing routine maintenance of general office machines.
Deadline: 17 December, 2017.
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