Legal Staff Legal Secretary in Globe, AZ

Government

Globe, AZ

Legal Staff Legal Secretary in Globe, AZ

Legal Staff

Min 5 yrs required

No

Job Title: Legal Secretary

Job Responsibilities:
The primary purpose of the Legal Secretary position is to provide administrative support and customer service to an assigned attorney. The role involves ensuring that all assigned cases are well-prepared and organized, managing the prosecutor's schedule and caseload, typing pleadings, and arranging interviews, court coverage, and meetings with victims and/or witnesses. The Legal Secretary is also responsible for handling phone calls, dealing with visitors, and assisting other agencies with their requests.

The essential duties and responsibilities include:
- Preparing legal pleadings, forfeiture documents, summonses, indictments, long-form complaints, subpoenas for trial, and certificates of service.
- Performing various legal secretarial duties in support of assigned attorneys, including document preparation, scheduling, calendaring, case research, data collection, and trial preparation.
- Managing and maintaining attorney calendars for meetings, court appearances, and training.
- Scheduling interviews, oral arguments, hearings, and conference calls; coordinating schedule changes.
- Taking notes and documenting court proceeding case files; distributing case files to appropriate personnel.
- Preparing case files and documentation for trial; organizing and preparing trial notebooks; coordinating the marking of evidence; transcribing interviews for trial use; ensuring evidence and materials have been disclosed to the defense.
- Monitoring and maintaining case files from opening to closure; updating case statuses; coordinating the flow of judicial pleadings and filings; maintaining appeal cases and coordinating relevant documentation.
- Conducting case research and collecting data on defendants, including obtaining criminal histories and case histories.
- Answering and routing incoming calls; responding to general inquiries; communicating with County employees, elected officials, State agencies, attorneys, victims, defendants, and other relevant parties regarding cases.
- Performing other assigned duties.

The position does not involve supervisory responsibilities, budget responsibilities, or project responsibilities. Oral communication duties include training colleagues, explaining procedures, and responding to public inquiries. Written communication duties involve creating or editing documents, internal memos, emails, formal letters, and reports. The Legal Secretary interacts regularly with coworkers, departmental personnel, and occasionally with the general public.

Education and Experience Information:
Minimum Education Required:
- High School Diploma or GED with additional specialized or technical training courses.

Minimum Years of Directly Related Experience Required:
- Five (5) years of legal secretarial experience, or an equivalent combination of education, training, and experience.

Professional Credentials Required:
- Must possess and maintain a valid Driver’s License if position duties require.

Knowledge Required:
- Database management, clerical, customer and personal service, English language and composition, law and government.
- Principles of record keeping, case files and records management, legal terminology, forms and documentation, legal processes and procedures, court processes and procedures for filing legal documents, applicable State and Federal rules, codes, and regulations.
- Business and personal computers, business office software applications, County policies and procedures, business English, spelling, punctuation, and grammatical usage.

Skills Required:
- Active learning, active listening, critical thinking, analytical writing, customer service, time management, multi-tasking, typing, and data entry.
- Transcribing dictation, especially legal terminology, effectively communicating in written and verbal forms, writing and completing accurate reports, legal documents, and correspondence.
- Assessing and prioritizing multiple tasks, projects, and demands, effective verbal and written communication, establishing and maintaining effective working relations with coworkers, officers of the court, relevant agencies, and the public.

Abilities Required:
- Recognize patterns and order information, focus, multi-task, read and write at college and professional levels.
- Prepare legal and technical correspondence, read legal documents and extract relevant information, transcribe legal dictation, manage attorney calendars, schedule complex meeting agendas, conduct case research, and collect data.
- Prepare and maintain case files.

Physical Demands:
- Occasionally stands to present and attend to customers, sits to operate special equipment and attend to reception areas.
- May be required to lift work-related materials and equipment up to 75 lbs.
- Constantly requires dexterity for keyboard operation, rarely requires dexterity for special gadgets and machines.
- May occasionally walk to and from work sites, bend, stoop, crawl, kneel, and twist.

Work Environment:
- Constantly spends time in an office environment, regularly spends time in a lobby environment, computer server room(s), and computer laboratory.
- Work involves sitting for extended periods, occasional lifting of file boxes, frequent use of computers and standard office equipment.
- May work under stress due to deadlines and encounter irate or disgruntled public.

Safety Risk Exposure:
- May be exposed to telephone verbal abuse by customers or citizens, individuals with high levels of emotional distress, physical danger, mechanical hazards, chemical hazards, and electrical hazards.

Protective Gear & Safety Manuals:
- Required to constantly follow written safety procedures and manuals relevant to the division or department.

Consequences of Error:
- Potential errors can result in unfavorable public perceptions and legal ramifications.

Salary Information:
- Salary range for the position is $43, to $54, annually.