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Weber County · 11 hours ago

Legal Secretary I

Ogden, UT, United States

Full-time

Onsite

Entry Level

1+ years exp

Weber County is seeking a Legal Secretary I to perform legal secretarial duties under general supervision of the County Attorney’s Office Manager. The role requires managing office activities, maintaining confidentiality, and providing support in legal correspondence and communication.

GovernmentLaw EnforcementPublic Relations

Responsibilities

Perform legal secretarial duties requiring exercise of independent judgment, sound reasoning and attention to detail

Manage time, priorities and resources to achieve goals

Multi-task while under pressure or strict deadlines

Maintain confidentiality of sensitive information received by this office

Answer incoming calls and coordinate front office activities/appointments

Assist individuals entering the office; respond to procedural questions

Greet clients and direct them to the appropriate employee/department

Assist with meeting arrangements and logistics

Interact with difficult, displeased, angry, or distressed clients and remain calm and confident

Receive, sort and coordinate administration of mail and email

Interact with all levels of management and provide a high level of customer service

Receive payment and properly account for accounts receivable/payables

Prepare expense reports and entries into records systems as needed

Assist with coding & processing various invoices and payments

Contact law enforcement agencies, court personnel, witnesses, attorneys, etc. for a variety of reasons

Process and input information into a Prosecution Information Management System

Access other confidential information systems to obtain information

Process and distribute information such as reports and recordings for discovery

Prepare a variety of legal correspondence, documents and reports

Receive incoming cases and review for completeness to prepare for screening by the appropriate division/attorney

Communicate information to attorneys, victim-witness coordinators, investigators and others regarding dates and other important information about cases

Track office supplies, equipment; and inventory

Organize and assemble court calendars, schedules items on court calendars

Follow up to complete tasks assigned by attorneys, create tasks for attorneys and others to fulfill the assigned duties for the case(s)

Process OTNs including updating files, database, and assessing correctness of charges and redirecting to correct courts

Operate a motor vehicle in a safe manner and in compliance with all Utah laws and regulations

Qualification

Legal terminologyOffice practicesTyping 40 wpmDictation transcriptionCustomer serviceMulti-taskingCrisis interventionConfidentialityCommunication skillsTime management

Required

Graduation from high school or equivalent and one (1) year of college level course work in areas related to secretarial duties; OR

Graduate from high school or equivalent and one (1) year of progressively increasing responsible experience as a Legal Secretary

Must have or be able to develop a working knowledge of criminal law and procedure, basis structure and roles of criminal justice personnel, and general office practices and procedures to perform the duties of this position

Manage time, priorities and resources to achieve goals

Multi-task while under pressure or strict deadlines

Must be able to function effectively as part of a team and complete assigned tasks timely and accurately

Must be able to maintain confidentiality of sensitive information received by this office

Must be able to hear, see, or have knowledge of matters and information related to ongoing criminal cases and investigations and understand that some of the material may be disturbing or unsettling to the average person

Must be able to function effectively despite the nature of the information

Responsible for answering incoming calls and coordinating front office activities/appointments

Assists individuals entering the office; responds to procedural questions

Greet clients and direct them to the appropriate employee/department

Assist with meeting arrangements and logistics

May interact with difficult, displeased, angry, or distressed clients and must be able to remain calm and confident manner

Must have or be able to develop crisis intervention techniques

Effectively interacts with individuals from various socio-economic backgrounds

Receive, sort and coordinate administration of mail and email

Interact with all levels of management and provide a high level of customer service

Receive payment and properly account for accounts receivable/payables

Prepare expense reports and entries into records systems as needed

Assist with coding & processing various invoices and payments

Contacts law enforcement agencies, court personnel, witnesses, attorneys, etc. for a variety of reasons such as to obtain additional reports, electronic evidence, or other information necessary for the execution of the functions of this office

Processes and inputs information into a Prosecution Information Management System

Accesses other confidential information systems to obtain information to fulfill the functions of this office

Processes and distributes information such as reports and recordings for discovery

Prepares a variety of legal correspondence, documents and reports including information, summons, subpoenas, affidavits, orders to show cause, search warrants, notices, etc., requiring judgment as to accuracy and completeness; follows paperwork and cases through to completion

Receives incoming cases and reviews for completeness to prepare for screening by the appropriate division/attorney; assures all necessary reports and background information are assembled for the screening attorney

Communicates information to attorneys, victim-witness coordinators, investigators and others regarding dates and other important information about cases

Tracks office supplies, equipment; and inventory

Notifies County Attorney Office Manager of low supply to order when needed

Organizes and assembles court calendars, schedules items on court calendars

Follows up to complete tasks assigned by attorneys, creates tasks for attorneys and others to fulfill the assigned duties for the case(s)

Processes OTNs including updating files, data base, and assessing correctness of charges and redirecting to correct courts

Operates a motor vehicle in a safe manner and in compliance with all Utah laws and regulations

Ability to exercise initiative and sound judgment and to react resourcefully under varying conditions

Maintain accurate records and strict confidentiality of information and records

Follow written and oral instructions

Communicate effectively (orally and in writing)

Establish and maintain effective working relationships with supervisors, other employees, other agencies and the general public

Due to the nature of this position, the successful candidate will be required to complete a pre-employment background check prior to starting the position and must meet and continuously maintain the requirements of the Bureau of Criminal Identification (BCI)

Skilled in typing at 40 wpm (net), taking and transcribing dictation as required by the position, operating modern office equipment including (but not limited to) a multi-line telephone and fax machine, scanner, copier, operating computer equipment and applicable software

This position may require the driving of a motor vehicle

Skill in operating a motor vehicle in a safe manner

Knowledge of Utah motor vehicle rules and regulations