FLSA STATUS: Non-Exempt
Under general supervision; performs work of routine difficulty in the completion of varied and responsible legal secretarial and stenographic duties of a legal nature; performs related work as required.
DISTINGUISHING FEATURES OF THE CLASS
Work involves responsibility for legal secretarial and related duties including taking and transcribing a variety of materials by direct verbal dictation. Work is conducted within the judicial system such as a secretary to a judge or other court official, the State's Attorney Office, or the Public Defender's Office. Work requires the ability to understand or estimate time required and parties needed to provide a smooth flow of cases, documentation required by the various stages of the process, and other elements for effective court operations and fair disposition of cases.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The list of duties and responsibilities is illustrative only, and is not a comprehensive listing of all the duties and responsibilities performed by positions in this class.
• Takes and transcribes a variety of materials of a legal nature by direct verbal dictation
• Types legal documents (e.g. letters, subpoenas, writs, jury instructions, memoranda, notices, motions, opinions, decisions, reports and other materials) from shorthand notes, rough drafts, plain copy, or dictating machine
• Prepares correspondence independently from brief notes
• Creates files for attorneys, including information from other departments as necessary
• Provides secretarial services
• Logs cases and maintains needed files in ready availability
• Maintains closed attorney files
• Prepares attorney court schedules
• Provides information to court personnel and clients or refers questions to attorney
• Prepares or assists in preparation of central administrative reports and studies
• Arranges meetings and conferences to meet needs of officials
• Insures that court staff and court facilities are ready for opening
• Plans case load for the judge
• Operates the switchboard and works at the reception area
• Maintains regular attendance and punctuality
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Current office practices, procedures, and equipment
• Business English, spelling, punctuation, grammar and arithmetic
• Basic legal terminology and documents
• County policies and procedures
• Applicable federal, state, and local laws, rules, regulations, codes, and/or statutes
• Using computer hardware and software including work processing, spreadsheets, databases, email, etc.
• Taking and transcribing verbal dictation of a legal nature and in typing
• Acquiring and applying knowledge of the procedures, rules, regulations, and service of the assigned court or office
• Applying an acquired knowledge of procedures, rules, regulations, and services of office to which assigned
• Manage projects and multiple priorities simultaneously
• Establish and maintain effective working relationships with department and division staff, other departments and others, such as vendors
• Communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work direction
• Ensure compliance with applicable federal, state, and local laws, rules, and regulations and statutory requirements
• Convey excellent oral and written communication
• Work effectively under stress
• Maintain confidentiality
EDUCATION and/or EXPERIENCE
Two years of experience in skilled stenographic and secretarial work preferably in a legal or judicial setting; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Sedentary Work: Exerting up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
The work environment characteristics described here are representative 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.
Position is typically office or administrative work and is not substantially exposed to adverse environmental conditions.
CERTIFICATES, LICENSES, REGISTRATIONS