Job Description

Posting number: 27-1035

Department: County Attorney's Office

Job classification: LEGAL SECRETARY

Posting type: Open

Categories: Office and Administrative Support

Summary

Under general supervision, performs legal secretarial duties requiring a strong understanding of legal terminology and procedures involving confidential and sensitive materials with accuracy and discretion.

Examples of duties

1. Transcribes a variety of legal documents including testimony minutes, trial information, court orders, opinions, briefs, subpoenas, and petitions accurately and efficiently.
2. Organizes and maintains comprehensive case files, including confidential and sensitive materials such as medical records and photographic evidence.
3. Enters and updates case information in tracking system; files and retrieves legal documents in accordance with established procedures.
4. Answers and screens incoming calls; routes inquiries appropriately and manages incoming and outgoing mail.
5. Maintains attorneys’ calendars and schedules appointments, hearings, and meetings.
6. Performs related duties as assigned.

Qualifications

• Thorough knowledge of legal terminology and the format and usage of legal documents such as briefs, petitions, complaints, and motions.
• Knowledge of court procedures and legal office protocols.
• Proficiency in business English, including grammar, spelling, and professional correspondence.
• Proficiency in typing and data entry with accuracy and speed.
• Proficiency in legal proofreading.
• Proficiency in organizing, filing, and maintaining complete and accurate office records.
• Ability to transcribe mechanical dictation accurately and efficiently.
• Ability to make moderately complex decisions in accordance with laws, rules, regulations, and departmental policies.
• Ability to manage confidential and sensitive information with discretion.
• Ability to continuously prioritize and re-prioritize tasks in a dynamic environment.
• Ability to consistently demonstrate professionalism, courtesy, and tact in telephone interactions.
• Ability to demonstrate empathy and maintain sensitivity when interacting with crime victims, witnesses, and others affected by legal proceedings.
• Ability to establish and maintain satisfactory working relationships with other County employees and the general public, fostering a collaborative and professional work environment.
• Ability to communicate effectively both verbally and in writing.
• Ability to follow verbal and written instructions accurately.
• Ability to occasionally lift up to 25 pounds.

Supplemental information

• Graduation from high school or equivalent education, and
• One year of related legal secretarial experience, or
• Any equivalent combination of training and experience that will have provided the required knowledge, skills, and abilities.

Special Requirements:

• A criminal background check is required.
• A drug screen is required prior to final offer of employment.

This position is partially grant-funded and is therefore contingent upon the continued availability of funding. If funding is reduced or discontinued, position could be subject to elimination.

Polk County is committed to providing a work environment that is representative, at all levels, of the citizens we serve. Equal opportunities are available to all applicants and current employees regardless of race, color, national origin, religion, sex, sexual orientation, gender identity or expression, age, genetic information, military or veteran status, citizenship status, mental or physical disability, or any other applicable characteristics protected by law.