Personnel

Position:

Legal Secretary

Department:

Public Defender's Office

Close Date:

12/4/2020

 

[X] PUBLIC ANNOUNCEMENT           [X] COUNTY EMPLOYEES

 

ANNOUNCEMENT DATES:   November 30, 2020 –  December 4, 2020

 

POSITION TITLE:     Legal Secretary

 

# OF POSITIONS:     1                                GRADE:  13

 

SALARY RANGE:     $34,278.40 ($16.48/hr)

 

SUPERVISOR/DEPARTMENT:  Claudia E. Meier, Public Defender

 

TYPE OF POSITION:    [X] CERTIFIED     [ ] TEMPORARY     [ ] PART-TIME

 

PURPOSE OF CLASSIFICATION

 

The purpose of this classification is to perform advanced secretarial/administrative duties associated with the legal activities and proceedings of the District Attorney, Public Defender, Solicitor’s Office, or County Attorney.

MINIMUM QUALIFICATIONS

High school diploma or GED required, supplemented by training in computers and secretarial skills; three years of secretarial experience in a legal environment or a related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.  May require possession and maintenance of valid G.C.I.C/N.C.I.C. certification.

APPLICATION INSTRUCTIONS

Attached is a copy of the job description.  Please review thoroughly.  Applications are available on line at houstoncountyga.org, at the County Annex Building, 200 Carl Vinson Parkway, Warner Robins and at the Houston County Public Works Department, 2018 Kings Chapel Road, Perry.  Completed applications must be received prior to the end of the announcement dates in order to be considered. Applications and inquiries should be directed to the Personnel Department in Warner Robins or call 478-542-2005 and fax# 478-542-2118.   As a last step prior to being employed, all applicants will be required to pass a drug test and a criminal background check. The drug test and background check will be administered by a physician/agency selected by the Board of Commissioners.

HOUSTON COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER

 

ESSENTIAL FUNCTIONS

The following duties are normal for this position. These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

Performs advanced word processing/typing functions.

Drafts, composes, transcribes, and/or prepares correspondence, forms, reports, and other documents via computer and/or typewriter.

Types motions, appeals, notices, accusations, indictments, briefs, condemnations, sentences, arraignments,  subpoenas, affidavits, bonds, or other legal documents; prepares various calendars and distributes to appropriate parties.

Processes a variety of documentation associated with departmental operations, per established procedures and within designated timeframes; distributes documentation or maintains records as appropriate.

Opens/closes court files; prepares case files for use by attorneys during trial; handles and distributes case files in courtroom during various hearings and trials.

Files dispositions, warrants, orders, and other documents.

Compiles and/or tracks various administrative and/or statistical data pertaining to departmental operations; makes applicable calculations; prepares or generates reports; maintains records.

Performs basic research functions as needed (e.g., checks criminal and traffic histories; tracks changes in address; etc.). 

Performs data entry functions by keying data into computer system; retrieves, reviews or modifies data in computer database; generates computerized reports.

Receives various forms, correspondence and other documentation; reviews, responds, forwards, maintains, and/or takes other action as appropriate.

Receives, opens and distributes incoming mail; prepares outgoing mail.

Copies and distributes correspondence, memoranda, reports, and other related materials. Initiates/receives facsimile transmission of documents via facsimile machine.

Prepares/maintains sensitive and confidential files; sorts/organizes documents to be filed; files documents in designated order; locates/removes files; maintains file system of departmental records.

Maintains inventory of departmental supplies; initiates orders for new or replacement materials.

Coordinates calendar activities to include planning/scheduling appointments, interviews, meetings, conferences, etc.; updates calendar on a regular basis; contacts witnesses, victims, and parties involved as appropriate; communicates information concerning timeframes for court appearances, hearings, continuances, document processing, etc., to attorneys, witnesses, victims, law enforcement officials, defendants, and other individuals.

May receive monies in payment of departmental fees or services; records transactions, issues receipts, and forwards revenues as appropriate.

Greets visitors; ascertains nature of business; assists and/or directs visitors to appropriate person.

Answers the telephone; screens calls; provides information/assistance and initiates problem resolution; takes and relays messages and/or directs cans to appropriate personnel; returns calls as necessary.

Coordinates effective communications by initiating outgoing communications, responding to incoming communications, and relaying information between the department and other departments, outside agencies, and the general public.

Responds to routine requests for information or assistance from members of the staff, the public, or other individuals.

ADDITIONAL FUNCTIONS

May assist with jury selection; performs background checks on potential jurors.

Assists in maintaining standard office equipment; replaces paper, toner, ribbons, etc., as needed; troubleshoots basic operational problems; initiates communication with service representatives and provides information concerning operational and/or mechanical problems associated with office machines.

Provides backup coverage to other positions or other departments as needed. Performs other related duties as required.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of the basic form and content of various legal instruments and documents; knowledge of the court structure and the requirements of various courts with respect to form of pleadings, briefs, filing of papers in court, etc.; knowledge of legal books; knowledge of departmental functions, organization, and policies; knowledge of standard office practices and procedures; knowledge of secretarial techniques; knowledge of use of business English, grammar, punctuation, spelling and formatting of business correspondence; knowledge of filing and recordkeeping methods; knowledge of basic mathematics; knowledge of standard office equipment; and knowledge of basic computer applications and techniques.

Skill in performing advanced secretarial work functions; skill in operating standard office equipment; skill in typing; skill in recording/transcribing dictation; and skill in utilizing various computer software programs relevant to the position.

Ability to understand departmental policies, procedures, rules and regulations; ability to perform advanced secretarial operations involving transactions requiring effective accountability and accurate records; ability to organize work activities and establish priorities; ability to carry  out projects with minimal supervision; ability to maintain confidentiality of department information; ability to work with frequent interruptions or under pressure; ability to gather and compile data for reports; ability to maintain a calendar of activities; ability to understand and follow detailed written and oral instructions; ability to communicate effectively both orally and in writing; ability to effectively screen telephone calls, visitors and mail and initiate problem resolution; ability to establish and maintain effective working relationships with employees, other agencies, and the general public; ability to establish and maintain effective filing systems; ability to perform required mathematical calculations; ability to operate standard office equipment; ability to type accurately with appropriate speed; ability to perform data entry accurately with appropriate speed; ability to record and transcribe dictation with appropriate speed; and ability to utilize various computer software programs relevant to the position.

MINIMUM REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS:  Must be able to operate a variety of automated office equipment including a computer, printer, typewriter, copy machine, facsimile machine, shredder, dictation/transcription equipment, postage machine, calculator and telephone. Physical demand requirements are at levels of those for light work.

DATA  COMPREHENSION:   Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things which may include forms, reports, legal documents, legal code books, directories, reference materials, operational manuals, policy manuals, and procedural manuals.

INTERPERSONAL COMMUNICATION:  Requires the ability to speak with and/or signal people to convey or exchange legal and administrative information, including giving assignments and/or directions to co-workers or assistants as well as communicating with the general public.

LANGUAGE ABILITY:  Requires ability to read a variety of legal and administrative documentation, directions, instructions, and methods and procedures.   Requires the ability to complete forms and to write job related documentation and reports with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and well­ modulated voice.

INTELLIGENCE;    Requires the ability to  learn and understand relatively complex secretarial, legal and administrative principles and techniques; to understand departmental policies and procedures; to make independent judgments in absence of supervision; and to acquire and be able to expound on knowledge of topics related to primary occupation.

VERBAL API'ITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow verbal and written instructions.

NUMERICAL APTITUDE:  Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide totals; determine percentages; determine time and weight; and interpret statistical data.

FORM/SPATIAL APTITUDE: Requires the ability to visually inspect items for proper length, width, and shape using job related equipment.

MOTOR COORDINA'IION: Requires the ability to coordinate hands and eyes in using automated office equipment. MANUAL DEXTERITY: Requires the ability to handle a variety of items, automated office equipment, control knobs, switches, etc. Must have the ability to use one hand for twisting motion or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.

COLOR DIFFERENTIATION: May require the ability to discern color.

INTERPERSONAL TEMPERAMENT: Requires the ability to deal with and relate to people beyond giving and receiving instructions.    Must be able to adapt to and perform under minimal stress when confronted with an emergency.

PHYSICAL COMMUNICATION: Requires the ability to talk, express, or exchange ideas by means of spoken words and/or hear and perceive nature of sounds by ear.