Description

Performs secretarial duties requiring knowledge of legal terminology and procedures; does related work as required. An employee in this classification is distinguished from the department secretary in that in addition to general secretarial duty, incumbents routinely perform tasks requiring knowledge of legal terminology and judicial processes, work with highly sensitive and confidential information, and are certified as Law Enforcement Data System (LEDS) operators to access computerized criminal history information. Due to the fast-paced and sensitive nature of these tasks, being timely and being able to prioritize workload effectively is critical to success in this role. Work is performed under the supervision of a legal or professional employee who reviews work for quantity and quality.

Typical Daily Tasks

(Illustrative only. Any single position in this classification will not necessarily involve all the listed duties below and other positions will involve duties which are not listed. These duties represent the essential functions needed of persons in this classification.)

1. Prepares pleadings and documents including stipulations, affidavits, pick-up orders, petitions, subpoenas, indictments, and dismissal orders.
2. Initiates and sets up files for criminal cases; maintains files in current status and closes files in accordance with established procedures. Processes and Distributes case discovery and maintains communication with District Attorneys office and Defense Council.
3. Provides assistance to the public in completing and processing required documents and forms.
4. Answers phones, routes calls, takes messages, and makes appointments; answers routine questions regarding departmental policies or procedures.
5. Performs basic legal research; assembles information relating to documents, claims, and questions from staff and legal professionals. Explains departmental policies and procedures and governing regulations to the public, volunteers and/or other employees.
6. Types a variety of letters, memos, and reports; takes dictation or transcribes from tapes, make copies and organizes and catalogs materials and files.
7. Reviews and maintains grand jury or court calendar including recording case trial dates, making changes, and coordinating witnesses.
8. Gathers and enters data into computer for internal and external statistical and narrative records and reports.
9. Retrieves criminal information from the computer and maintains computerized file tracking system.
10. Drafts and reviews legal documents for completeness and accuracy prior to review by attorney.
11. Receives, sorts, and distributes incoming and outgoing correspondence and packages for Juvenile Justice.
12. Compiles special studies where analysis of complicated data is required.
13. Assists with the department’s electronic fingerprinting program as needed.
14. Assists with DHS Background checks for employees, volunteers, and contracted providers as needed.
15. Attends committee and advisory board meetings as requested by supervisors.
16. Coordinates all juvenile expunction processes as required by law.
17. Summarizes information from various sources into either narrative or report format of own design to respond to management inquiries.
18. Gathers data, posts, sorts, checks, and maintains records; receipts money.
19. Other duties as assigned.

Qualifications

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Thorough understanding of legal office and judicial procedures and terminology; legal forms and documents; English usage and grammar and general office methods and procedures. Ability to understand and follow oral and written instructions; establish and maintain effective working relationships with other employees, outside criminal justice agencies, attorneys and the public; exercise initiative and judgment in completing tasks and responsibilities; communicate effectively both verbally and in writing; organize, file, and retrieve materials and documents; deal courteously and tactfully with the public; work accurately under pressure and deadlines; maintain confidentiality; read and interpret legal information.

CERTIFICATES, LICENSES, REGISTRATIONS
Position requires ability to obtain a Law Enforcement Data system (LEDS) certification and be a notary public.

Supplemental Information

BACKGROUND INVESTIGATION
Those employed in this position may be subject to pre-employment drug testing/physical examination and a background investigation, including criminal background investigation. Conviction of a crime will not necessarily disqualify an individual for this classification. Must pass and maintain Criminal Justice Information Systems (CJIS) security clearance.