DESCRIPTION

The purpose of this classification is to perform routine and specialized clerical and secretarial tasks in support of assigned attorneys.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Prepares and processes a variety of legal and court documents and information: gathers, transcribes, composes, types, reviews, and submits documentation to appropriate personnel and parties.
• Monitors, tracks and maintains documentation regarding cases, legal documents, contracts, etc.: tracks court documents, filings, and scheduling; follows-up on docket entries, opinions, appeals, complaints, etc.; and compiles statistics and prepares related reports.
• Distributes documentation between department/staff members and internal/external individuals/agencies: distributes/delivers incoming faxes, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; processes outgoing mail; and copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
• Maintains file system of various files/records: prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; enters records and documentation into computer system; updates and verifies accuracy of information entered; prepares files for hearings and trials; ensures all documentation and records are included in files; and closes files as needed.
• Maintains and prepares calendars: schedules and confirms appointments, meetings, interviews, conferences, court trials, hearings, and related activities; creates, distributes and updates calendar on a regular basis; and notifies parties involved of changes.
• Greets the general public, visitors, Consolidated Government staff and other individuals: provides information and assistance regarding department services, procedures, documentation, or other issues on the phone or in person; distributes forms and documentation; refers calls and visitors to other staff members as appropriate; forwards calls to appropriate department/staff member; takes and delivers messages; responds to questions or complaints; researches problems/complaints; and initiates problem resolution.
• Relieves assigned staff of routine administrative tasks: screens telephone calls, mail, and other communications and initiates appropriate action/response; records dictation; types, composes, edits, and proofreads correspondence on behalf of staff; and records and/or transcribes correspondence, statements, minutes, or other information; and keeps staff informed of significant matters, messages, documentation, or other information.
• Maintains inventories of supplies, forms, and equipment; ensures availability of adequate supplies to complete work activities; initiates requests for new or replacement materials; maintains equipment; and schedules repairs and/or maintenance as needed.
• Performs other duties of a similar nature or level.

MINIMUM REQUIREMENTS

Education: Associate degree in Administrative Services, Legal Services, or related field. {Please note: Upon job offer, you will be required to provide proof of education. Be sure to have the appropriate documents readily available.}

Experience: One year of experience in providing administrative support in a court or legal setting.

PERFORMANCE APTITUDES:

• Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
• Human Interaction: Requires the ability to work with and apply principles of persuasion and/or influence over others to coordinate programs or activities of a project, and resolve typical problems associated with the responsibilities of the job.
• Equipment: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Verbal: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Math: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
• Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
• Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
• Physical Abilities: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.
• Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.

• Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

OTHER

This position requires staff call up in an emergency situation.

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The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.