What are the responsibilities and job description for the Legal Secretary position at Penda Aiken?
Job Title: Legal Secretary / Administrative Assistant – Correction & Amendment Unit
Position Summary
The Legal Secretary / Administrative Assistant supports the Correction and Amendment Unit by processing and managing vital records corrections and amendments. This role requires strong attention to detail, proficiency in data entry, and the ability to handle confidential information while ensuring compliance with established procedures.
Key Responsibilities
- Type amendment cases from books, FileNet, and SPDS systems.
- Audit and mail certificates to local registrars and applicants.
- File sealed records and CCFS (Court Ordered Paternity) documents.
- Review documentation to support corrections or amendments to birth certificates and fulfill related orders.
- Key and verify all amended and corrected birth and death certificates scanned for FileNet.
- Open, sort, search, and file all incoming mail for the Correction/Amendment Unit.
- Pull fiche cards, make white copies, and produce records for paid batches, overnight requests, regular mail requests, and VitalChek requests.
- Assist in managing VitalChek orders and update the database with order comments.
Qualifications
- High school diploma or equivalent; associate degree preferred.
- 2 years of administrative or clerical experience; experience in legal or vital records environment preferred.
- Proficiency in Microsoft Office Suite and familiarity with FileNet or similar systems.
- Strong organizational skills and attention to detail.
- Ability to handle confidential information with discretion.