DISTINGUISHING FEATURES OF THE CLASS: This is entry level office/clerical and administrative work performed to support the efficient operation of a public law office. Familiarity with legal terminology used in the organization and preparation of case files. Work involves the operation of office technologies in the preparation and storing of legal documents and correspondence. Work is performed under general supervision of the department head, and direct supervision of higher-level administrators. Supervision is not a responsibility of this position. Performs related work as required.
TYPICAL WORK ACTIVITIES: (Illustrative only)
- Operates a personal computer to produce correspondence, reports, and other documents as assigned;
- Proofreads and corrects work for accuracy and completeness;
- Maintains alphabetic, numeric and/or chronological files of correspondence, documents and materials as appropriate;
- Sorts, date stamps and distributes mail and packages;
- Answers and screens telephone calls, takes messages, fields questions and problems, provides information when possible, or refers to appropriate person;
- Maintains direct communication with police agencies, jail personnel, laboratories, court clerks, defense attorneys, probation officers, etc. via telephone, fax, and email;
- Prepares and processes legal correspondence and documents such as 710.30 notices, 370.15 notices, Body Orders, 450 notices, Declarations of Delinquency, SCI letters, Affidavits of Service and PSI packets, as requested by Probation Department;
- Prepares and organizes case files for Assistant District Attorneys’, ensuring completeness and accuracy and requests documentation when missing such as: arrest reports, 911 call logs, videos, photographs, lab reports, criminal histories, Department of Motor Vehicles records, evidence, etc.;
- Prepares evidence letters on a monthly basis to submit to police agencies for disposal of evidence;
- Enters all notes, future court dates, seal orders, warrants, orders of protection, and any other additional information upon case files’ return from court, including forfeitures;
- Receives monthly calendars for assigned local courts and organizes necessary case materials, files/processes documents, attorney reminders, etc.;
- Upon return from court, reviews files and enters all new and corresponding information, gathers any additional information as requested by the ADAs that may be needed for the next court date;
- Receives and maintains case dockets, documents and files relative to all cases on local court calendars for assigned courts;
- Greets and directs visitors;
- Performs a variety of related activities as required.
Typical Work Activities are intended only as illustrations of possible types of work that might be appropriately assigned to an incumbent of this title. Work activities that do not appear above are not excluded as appropriate work assignments, as long as they can be reasonably understood to be within the logical limits of the job.
FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES & PERSONAL CHARACTERISTICS: Good knowledge of executive secretarial skills including correct English usage, grammar, spelling, and legal formatting; general knowledge of modern law office methods and procedures, legal forms and legal terminology; general knowledge of the capabilities of computer systems equipment and software for legal documents; ability to use computer applications such as spreadsheets, word processing, calendar, e-mail and database software; ability to enter data, organize, and maintain records and prepare reports; ability to understand and follow oral and written instructions; ability to establish and maintain effective working relationships; accuracy; resourcefulness; initiative; good judgment; tact; neat appearance; organization; and courtesy.
MINIMUM QUALIFICATIONS:
Graduation from high school or possession of a comparable diploma and one (1) of clerical experience which must have involved the producing and processing of legal correspondence and documents.
2/21;
Competitive Class
