Legal Secretary I

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Legal Secretary I
Duties : Perform specialized secretarial duties for attorneys,administrative law judges, and/or records; and providing assistance on routine problems and inquiries which are not of a legal nature. Maintain current knowledge of assigned caseload and status of cases; provide general information to the public, State and local governments, attorneys, court personnel, and various office personnel; act as liaison between professional legal staff, departmental personnel, and the public; determine what information may be provided and which requests must be referred to professional legal staff; refer calls to another office if necessary. Provide clerical support to assigned professional legal staff; receive and screen visitors and telephone calls; respond to inquiries on a variety of matters such as the status of pending cases; open and review incoming mail and determine priority of professional legal staff’s attention when routing; mail items according to postal and statutory requirements; maintain a calendar for professional legal staff’s appointments, due dates for documents,court appearances, conferences, meetings and other engagements; schedule meetings and training and make travel arrangements. Draft routine correspondence, reports/statistics and other materials requiring specific knowledge of operational methods, policies and procedures for professional staff review; prepare and type requisitions and purchase orders, as required; process requests for payment and travel claims. Format, prepare and type legal documents and correspondence in final format according to jurisdictional requirements,from rough draft, electronic documents, Dictaphone, template or notes; proofread and review for proper citation format;prepare and attach exhibits, special sections such as indexes, table of points an authorities, certificates of service, and brief covers. Process and file documents with appropriate courts or quasi-judicial bodies in accordance with the specific procedures of each body, including manner of filing and established timelines; track responses and receipts due upon or after submittals, and dates for other required actions subsequent to submittals. Gather, compile, organize, and prepare relevant material for professional staff to use in legal proceedings; review files and references to obtain information needed by professional legal staff; locate and verify/abstract information from legal files and records; and verify the accuracy of citations and quotations by checking legal sources. Establish and maintain legal and general correspondence filing and cross filing systems as necessary; record case inventory information in order to maintain accurate records and provide for efficient retrieval of information; prepare files for archiving and storage in compliance with established retention schedules. Maintain a library of references including legal publications, law digests, reports, opinions and court decisions. Under direction, incumbents are responsible for general office services of a legal office. Assignments vary considerably and require the selection of different and often unrelated processes or procedures, depending upon highly variable circumstances of individual cases or situations. The incumbent must interpret and apply information to specific situations and problems for which there may be no clear-cut procedures, guidelines or precedent. Solutions to problems frequently require independent research, factual comparisons, and the examination of detailed information. Oversee the overall operation of one or more legal offices; manage support staff which must include a Supervising Legal Secretary; assist with budget preparation and monitoring; develop and implement standard operational procedures; and review requests for purchase orders for need and form accuracy; assist the Accounting Division with annual inventory; responsible for ongoing inventory disposal, transfers and excessing. Provide administrative support to professional staff including acting as an executive assistant; overseeing special projects; gathering information and preparing program related reports and statistics; and performing legal secretarial duties as assigned. Supervising Legal Secretary: Under general supervision, incumbents perform the full range of duties outlined in the series concept and supervise multiple positions including two or more Legal Secretary II’s. Incumbents at this level have full supervisory responsibility for assigned staff, oversee the flow of work, provide technical assistance in the preparation of documents, and act as liaison between professional and clerical staff. Supervising Legal Secretaries may be assigned to perform the more difficult or complex legal secretarial duties for the work unit. In addition, they compile unit statistics, provide training, prepare reports, may have limited responsibility for monitoring office supplies, and arrange for archiving and storage of legal documents. Legal Secretary II: Under general supervision, incumbents perform the full range of duties outlined in the series concept at the journey level. Decisions regarding what needs to be done involve evaluation of an issue or issues and may require selecting a course of action from several alternatives. The work involves conditions and elements that must be identified, analyzed, or evaluated to discern interrelationships. Guidelines are available and are applicable to major portions of the work, but leave gaps in specificity. Incumbents use judgment in interpreting and applying guidelines for application to specific cases or problems. Legal Secretary I: Under direct supervision, incumbents perform the duties outlined in the series concept in a continuing trainee capacity. Progression to the journey level may occur upon meeting the minimum qualifications, satisfactory job performance and with approval of the appointing authority. Legal Secretary Trainee: Under immediate supervision, incumbents acquire skills and experience in performing the duties outlined in the series concept.

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