Legal Administrative Specialist

The purpose of this classification is to provide specialized and complex administrative support in an assigned attorney's office.

This position requires completion and passing of a Proofreading and Data Entry skills testing to move forward in the hiring process.

Provides litigation support for assigned attorneys: assembles motions, briefs, exhibits, pleadings and related items according to proper formats as established by the courts; schedules depositions and special master hearings; prepares and maintains pleading index on ongoing litigation files; generates subpoenas and sends certified mail or arranges for hand delivery; and monitors court calendars and ensures adherence to critical dates for filings and discovery.

Composes complex legal documents, including briefs, motions, revocations, accusations, contempts, affidavits, interpleaders, pre-trial orders, warranty deeds, quitclaim deeds, lis pendens, support petitions, pleadings, condemnations, nuisance abatements, lease agreements and bankruptcy pleadings.

Serves as liaison and point of contact for employees, attorneys, officials and citizens for legal matters: receives, date stamps and disburses hand-delivered and special delivery documents; and accepts service of process on behalf of the assigned unit.

Prepares and processes a variety of legal and court documents and information; gathers, transcribes, composes, types, reviews, and submits documentation to appropriate personnel and parties.

Monitors, tracks and maintains documentation regarding cases, status of cases, hearings, amendments to court rules, case law, etc.; tracks court documents, filings, and scheduling; follows-up on docket entries, opinions, appeals, criminal complaints, fugitive warrants, etc.; and compiles statistics and prepares related reports.

Distributes documentation between department/staff members and internal/external individuals/agencies; distributes/delivers incoming faxes, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; processes outgoing mail; and copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.

Maintains file system of various files/records; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; enters records and documentation into computer; updates and verifies accuracy of information entered; prepares files for hearings and trials; ensures all documentation and records are included in files; and closes files as needed.

Maintains and prepares calendars; schedules and confirms appointments, meetings, interviews, conferences, court trials, hearings, substitutions, and related activities; creates, distributes and updates calendar on a regular basis; and notifies parties involved of changes.

Greets visitors and the general public; provides information/assistance regarding department services, procedures, documentation, or other issues on the phone or in person; distributes forms and documentation; responds to questions or complaints; researches problems/complaints; and initiates problem resolution.

Answers incoming telephone calls; communicates with the general public, visitors, County staff and other individuals; provides assistance and information; refers callers to other staff members as appropriate; forwards calls to appropriate departments; and takes messages.

Relieves assigned staff of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate action/response; records dictation; types, composes, edits, and proofreads correspondence on behalf of staff; and records and/or transcribes correspondence, statements, minutes, or other information; keeps staff informed of significant matters, messages, documentation, or other information.

Performs other related duties as assigned.

High School Diploma or GED; supplemented by three years of experience providing complex administrative support.

• An associate's degree in criminal justice, paralegal studies, or a related field; paralegal certification is highly desirable.
• Prior experience in a prosecutor's office, court clerk's office, or law enforcement records unit.
• Familiarity with Georgia state/magistrate court procedures and filing practices.
• Proficiency with case management systems (e.g., Tracker, Contexte) and GCIC records access.
• Strong data entry accuracy and document/docket management…