Legal Secretary II

Under direct supervision at the I (entry level) and general supervision at the II (journey level), the employee provides specialized, confidential and diversified clerical and technical support in a legal office setting, maintains schedules, handles office details, and relieves staff (legal or otherwise) of procedural details.

Bilingual English/Spanish encouraged to apply.

• Participates in the efficient operation of the assigned area by performing a wide variety of legal secretarial and technical support duties in order to relieve attorneys and other staff of a variety of procedural details. Performs general clerical tasks in support of the department.
• 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 a variety of legal documents, including but not limited to subpoenas, warrants, petitions, briefs, motions, citations, and pleadings, by typing from transcription, audio tapes, rough draft, oral instruction, dictation or clear copy; reviews drafts for punctuation, spelling and grammar and makes corrections in order to produce final copies of professional work product.
• Files documents with court offices; processes orders and documents that have been returned by the court; maintains records as required. Mails copies to other parties as appropriate.
• Prepares service packets (summons, complaints, orders, etc.) and forwards to process servers for personal service; tracks service activities and status of summons and complaints.
• Reviews confidential information from a variety of sources and processes related documents; identifies and corrects deletions or errors in accordance with prescribed format; and follows up to secure additional information as needed.
• Determines acceptability of information and proper action to be taken based on established oral or written instructions. Contacts various individuals, agencies or organizations to obtain and relay information; including releases of liens, case settlements, etc.
• Serves as 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.
• 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.
• 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.
• Logs reports from various agencies by entering information into the computer; searches for prior offenses; organizes information; forwards information to appropriate parties and follows up, as needed.
• Composes and types letters, memoranda and basic reports, utilizing word processing software, from general instructions or information related to assigned responsibilities; reviews drafts for punctuation, spelling and grammar and suggests/makes corrections to drafts; arranges for, or copies, distributes and files.
• 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 and/or…