Legal Secretary

Description

POSITION SUMMARY:

Under the supervision of the Office Manager, the Legal Secretary is a non-exempt position under FLSA. This employee helps maintain efficiency in the Pottawatomie County Attorney's Office. This employee performs general secretarial duties, data entry duties, and prepares paperwork for the County Attorneys and Office Manager. This position is responsible for answering the telephone and greeting the public and assisting County Attorneys in courtroom/hearing situations. This position requires excellent interpersonal communication skills, clerical skills, organizational skills, and legal knowledge and background.

ESSENTIAL FUNCTIONS (required):

1. Processes work product generated by Attorneys and Officer Manager;

2. Performs routine administrative and secretarial duties such as data entry, mailings, filing, typing correspondence, prepare legal documents, and transcription;

3. Maintains regular and predictable attendance;

4. Answers and directs incoming telephone calls;

5. Organizes trial dates and prepares witness subpoenas;

6. Schedules appointments, calendar hearings & deadlines, etc.;

7. Assists with hearing preparations;

8. Ensures positive public relations with public and staff;

9. Responds to routine inquiries from telephone callers and visitors;

10. Greets customers, and directs them to the proper personnel, when necessary;

11. Serves as Notary Public;

12. Directs information to other departments if necessary;

13. Assists with other office duties as required;

14. Handles money, receipts money from customers;

MARGINAL FUNCTIONS

1. Assists other office personnel as needed;

2. Distributes victim witness information;

3. Performs other duties as deemed necessary or assigned.

Requirements

KNOWLEDGE, SKILL AND ABILITY:

The employee is required to possess the ability and willingness to learn about computers, office procedures, clerical skills, and have a working knowledge of mathematics. The employee must possess the ability to read and interpret legal documents and have a working knowledge of federal, state, and local laws and ordinances. The position requires the ability to operate a computer, calculator, photocopier, and other office equipment. The employee must possess excellent written and oral communication skills. This position must be able to define problems, collect data, establish facts, and draw valid conclusions. The employee must be able to concentrate on many different tasks at the same time, while there are constant interruptions, telephone calls, questions, etc. This person must have the ability to read and concentrate via typing and proofreading activities, including numbers and legal terminology.

EDUCATION/TRAINING/EXPERIENCE:

A high school diploma, GED, or equivalent is required; technical degree as a Legal Secretary is preferred. One to three years of similar or related experience is preferred. Employee is expected to have acquired the necessary information and skills to perform the job reasonably well within one year of employment.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

The work environment and physical demand characteristics described here are representative and not intended to be fully inclusive 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.

While performing the duties of this position the employee is exposed to a noise level in the work environment that is usually moderate. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to walk and climb or balance. The employee is occasionally required to stand and reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and distance vision.

PROBLEM SOLVING:

The employee uses initiative in carrying out recurring assignments and routine tasks, problems are referred to the Supervisor. Employee works with numerous agencies/persons and must avoid mistakes with preparation of legal documents. This employee encounters problems with scheduling conflicts and time management techniques.

DECISION MAKING:

Some independent decision-making is involved in this position. Prioritizing work assignments are an example of decisions this employee may encounter. Employee must decide the best method to provide the most efficient and professional citizen assistance.

MACHINES/EQUIPMENT USED:

Personal Computer and related software 10-key Copier

Multi-line phone Facsimile Printer Scanner

SUPERVISION/ACCOUNTABILITY:

This position acts with supervision from the Pottawatomie County Attorney's Office Manager and has no supervisory duties. Employee is required to be bonded regarding responsibility as Notary Public, and is responsible for departmental equipment and resources, but does not participate in the annual budget process.

PERSONAL RELATIONS:

Daily contact with the general public, co-workers, supervisory personnel and elected or appointed officials is expected.