Legal Secretary 2 (OPEN & PROMOTIONAL)

Note: Current Employees must use the Workday Dashboard career section to apply for this position.

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Job Summary:

Job Description:

The following documents are required to be submitted with your application. Applications that do not include all required documents may not be considered:
• Resume

ESSENTIAL JOB FUNCTIONS

• Researches, establishes, maintains, codes, modifies, tracks and/or retrieves information and compiles data that may require information searches through legal files, contracts, records, microfilm or computer files including customized database applications; enters, obtains and/or verifies information obtained from legal documents following established clearly defined methods and court rules.
• Enters and retrieves case information using appropriate computer based data system; prepares reports requiring the extraction of database information.
• Performs counter and/or phone work providing information to the public; advising attorneys and other interested parties regarding the status of cases and legal procedures while maintaining security and confidentiality.
• Maintains legal files and case controls; extracts information from files; prepares legal forms and papers, prepares and reviews files; encodes or enters information into database for court dates and/or attorney records; processes and distributes court case files; provides electronic discovery reports and electronic media to opposing attorneys in a timely manner
• Researches, prepares and generates complex legal documents such as office forms, filings, briefs, motions, subpoenas, pleadings, sentencing paperwork, summons, arraignment letters, warrants, jury instructions, correspondence, reports and memorandum from minimal instructions and in support of assigned attorneys or judges; secures appropriate signatures, cause numbers and authorizations and mails or routes as designated.
• May prepare transcripts for higher level courts.
• Reviews files, case documents, and affidavits to detect completeness, timeliness and errors and provides information to attorneys; may research case files and prepare proposed court orders, including bond forfeiture orders; prepares jury instructions from drafts or research into similar cases.
• Enters and retrieves case information using appropriate computer based data system; prepares reports requiring the extraction of database information.
• May obtain and provide standardized information to/from parties; monitor and review status of cases; maintain contact with parties, attorneys and other individual and agencies concerned with specific cases.
• Assists attorneys in obtaining photos and/or evidence required for trial.
• Researches and calculates the number of probation violations/orders a defendant has had in order to determine the amount of sanction time.
• Prepare orders to include sanction days, violations and credit for time served.
• Prepares and/or files legal documents with clerks of the court or electronically as authorized; obtains required signatures and authorizations; where applicable, copies and/or delivers documents to the appropriate party(ies); maintains case files and records dates on which subsequent actions must occur.
• Maintains up to date calendaring information on individual cases to assist the attorneys in maintaining an accurate calendar of court hearings, witness interviews, client appointments, etc.   Keeps the department database current with upcoming information on individual cases to assist the attorneys in maintaining an accurate court calendar.
• Performs other related duties as required/assigned.

Prosecutor’s Office- Family Law Division (in addition to the general job functions listed above)

• Schedules and administers paternity testing, including generating and ensuring completion of all associated documents, performing swab tests, submitting tests to lab, tracking outcomes and taking appropriate action based upon results.  Includes testing individuals incarcerated in County detention facilities, and coordinating activities involved in the testing of deceased parties. 
• Maintains and archives office files, taking appropriate steps to properly manage Federal Tax Information (FTI) in the archival process.  Labels and logs file location; coordinates with offsite storage vendor for pick up and delivery of stored files.           

EDUCATION AND EXPERIENCE REQUIREMENTS

• High School Diploma or GED equivalent. 
• Three (3) years of administrative support experience, including one (1) year of legal support work in a law office or legal environment.
• A comparable amount of related coursework may be substituted for the required work experience.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of legal terminology, legal and regulatory requirements, procedures and standard content of documents (including document formatting per court rules) and records as required by the position.
• Knowledge of general legal office practices and procedures.
• Knowledge of business English, grammar, punctuation, and spelling; word processing, database and presentation applications, including the knowledge of macros.
• Knowledge of the operation of general office equipment such as copiers, faxes, telephones, personal computers.
• Skilled in communicating effectively both orally and in writing, sufficient to exchange or convey information and to give and receive work direction.
• Skilled in establishing and maintaining effective working relationships with co-workers, public officials, and the general public.
• Skilled in the use of personal computers and software needed to perform the job assignments.
• Skilled in digital document storage and transfer.
• Ability to accurately keyboard a minimum of 50 words per minute.
• Ability to deal appropriately with sensitive and/or potentially volatile situations.
• Ability to resolve conflict and problem solve using confidentiality, discretion, patience, empathy and professionalism.
• Ability to understand and apply legal guidelines and regulations to varied operational requirements.
• Ability to prepare complex legal documents and correspondence using appropriate formatting, terminology and references.
• Ability to maintain confidentiality.
• Ability to accurately complete work within established timeframes.
• Ability to adhere to prescribed office routines, policies, procedures and directions.
• Ability to maintain a professional personal appearance and courteous attitude toward the public and fellow employees.

BEHAVIORAL STANDARDS

All County employees are responsible for contributing to a safe and positive work environment, actively demonstrating the County values in their daily work and interactions:

• Respect:   Appreciating and valuing customers, other County employees and County leadership by showing courtesy, friendliness and fairness.  Communicating in a productive and professional manner.   
• Accountability:   Honoring and delivering on commitments by taking responsibility for personal actions and results; being a responsible steward of public resources and the trust County residents have placed in each of us.
• Integrity:   Modelling transparent and ethical behavior and demonstrating it with honest and trustworthy behaviors and actions; leading by example and performing work to the highest standards.
• Innovation:   Striving for excellence by actively pursuing opportunities for new and improved methods, procedures or technologies; fostering an environment of engagement and empowerment and embracing continuous improvement.

WORKING CONDITIONS  

• The work environment is primarily inside, where the noise and temperature levels are moderate.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. As every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may reasonably be considered incidental in the performing of their duties as though they were included in this job description.

Total Compensation:

Total compensation is an estimate based upon base compensation, median retirement fund contributions, and current employer-paid health and related benefit contribution rates (including medical, dental, life insurance, long term disability, and leave). The actual total will vary depending upon each employee's enrollment choices.

Please select the link below to view Spokane County Benefits:

• Benefits | Spokane County, WA