Team Gilbert has an exciting opportunity for a Legal Secretary I to join the Town Prosecutor’s Office. We work in a fast-paced environment where attention to detail and positive communication skills are paramount. The Legal Secretary I performs general legal and clerical support duties including maintaining electronic files and databases, maintaining supplies, researching, and updating files, responding to callers, processing victim's rights notifications, and providing support to attorneys.

At Team Gilbert, we hire innovative, forward-thinking problem-solvers who love what they do!The ideal candidate is organized with an eye for details, has experience with legal case management, and is skilled in entering information and updating records in a database or computer system. This position requires someone who is great at multitasking and has interpersonal and technical skills. We're looking for someone to provide extensive customer service that often includes working with members of the public, police officers, and court personnel. Written and verbal communication skills are essential.
 
Essential Duties and Responsibilities
• Creates and maintains case files by obtaining police and other agencies' reports, Arizona Criminal Justice Information System (ACJIS) and Motor Vehicle (MVD) history reports, forensic lab reports and other information related to each case.
• Enters information into databases and tracks data; creates, updates, and maintains basic spreadsheets and databases from established content.
• Redacts all victim information in compliance with victim rights laws.
• Imports incoming documents into the Prosecutor’s case management system.
• Handles confidential and sensitive information and records.
• Organizes and prepares docket including locating files for court.
• Follows up on phone messages received via an automated line and greets walk-in customers; provides direction and information; and refers customers to other departments or staff, as needed.
• Sorts, categorizes, stamps, and distributes all incoming mail and documentation for processing.
• Runs Criminal Histories and checks for Prior Convictions.
• Reviews files for closure or purge readiness as determined by retention policies.
• Provides immediate support to prosecutors’ inquiries.
• Communicates as a liaison between civilian witnesses, law enforcement and outside agencies witnesses as requested by the assigned prosecutor.
• Provides immediate support to prosecutors' inquiries.
• Provide coverage on various team assignments as needed.
• Maintains, monitors, and disseminates all state mandated Victims' Rights Notifications and follows up on status and locates accurate address for returned mail; inputs new cases; notifies victim(s) to provide updates and general information on their cases including both pre- and post-conviction notifications.
• Trains new Legal Secretary I’s on the requirements of the position as needed.
• Other duties as assigned.

This position is an At-Will position and is FLSA Non-Exempt – eligible for overtime compensation.

Team Gilbert has an exciting opportunity for a Legal Secretary I to join the Town Prosecutor’s Office. We work in a fast-paced environment where attention to detail and positive communication skills are paramount. The Legal Secretary I provides support to the prosecutors, paralegals, and other support staff by maintaining electronic files and databases.

Other essential duties include obtaining police and other agencies’ reports, creating, and entering new cases into the case management system; checking for prior convictions, organization of daily docket; sorting and distribution of incoming mail; monitoring of incoming phone calls through our automated messaging system and referring to appropriate staff personnel; redactions of all victim information in compliance with victim rights laws.

We are seeking a team player as this role will assist other Legal Secretary’s dedicated to specific areas with their work depending on caseload distribution and assignments.

The Legal Secretary I utilizes the Prosecutor Case Management System (ePros) and Gilbert Police system VERSATERM as well as Arizona Criminal Justice Information System (ACJIS) through AZ DPS, to obtain criminal histories. We encourage you to read the full job description available here.

Minimum Qualifications and Special Requirements

• High School Diploma or equivalent (G.E.D.)
• Experience working in a legal environment and/or any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

Licensing/ Certifications

• Valid AZ Driver's License.
• DPS Level B Terminal Operator Certification within six (6) months.

Knowledge, Skills, and Abilities

KNOWLEDGE OF:

• General office practices and procedures.
• Legal terminology; court record keeping procedures and organization and maintenance of manual and electronic filing systems for easy retrieval of information; operate a personal computer and related software or programs.
• Assess customer needs and apply customer service principles in a courteous and effective manner.
• Present a positive public image and maintain effective working relationships with other City employees, outside agencies or professionals and the public including maintaining a professional demeanor during stressful situations.

SKILLS IN:

• Electronic case management system.
• Communicating effectively, verbally and in writing.
• Establishing professional working relationships with internal and external customers.
• Multi-tasking.
• Critical Thinking.
• Organization.
• Attention to Detail.
• Technology Skills.
• Interpersonal Skills.
• Decision Making.
• Ethics and moral values.

ADA and Other Requirements

PHYSICAL DEMANDS AND WORKING CONDITIONS:

Sedentary Work: Exerting up to 10 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.

 This position may require balancing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing, seeing, and repetitive motions.

Equal Opportunity Employer

The Town of Gilbert provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, the Town complies with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.