Legal Secretary

Job Summary Provides legal secretarial support to Division staff. Performs highly responsible and confidential secretarial duties and administrative functions. Candidates for this position may be offered a Merit or Temporary Legal Secretary position. Minimum Qualifications • Two (2) years of professional office clerical experience. • Successful completion of an initial criminal background check and ongoing checks every two years, in compliance with BCI requirements. Essential Functions The following duties and responsibilities are representative of the work performed by the incumbent and are not all-inclusive. The omission of specific duties and responsibilities will not preclude the position. Drafts service contracts for assigned attorneys’ client agencies. Prepares required documents using written copy, transcription equipment, shorthand notes, or other job‑specific tools. Makes copies for the filing system and appropriately distributes originals. Prepares travel/training requests for seminars, conferences, and workshops, and assists in setting appointments for assigned attorneys. Composes correspondence as requested by attorneys, obtains signatures, and copies documents for distribution. Prepares and maintains case files (electronic and hard copy); analyzes information to determine action; prepares appropriate legal documents for review by attorneys and processing of the case. Coordinates inquiries from other office divisions, county departments, state agencies, law enforcement agencies, and courts regarding status of attorney work products. Coordinates inquiries with Risk Management and Claims Adjusters as required. Receives outside and defense attorneys’ motions for discovery, reviews the case file to determine which documents are to be provided, and provides opposing counsel with the same. Answers inquiries on case status by telephone or written correspondence and provides citizens with basic case information. Analyzes information in the case file to determine action to be taken and prepares appropriate legal documents for processing of the case. Transcribes charges accurately into legal format using county ordinances, state criminal code, and wildlife regulation ordinances. Keeps daily and weekly calendars of appointments, preliminary hearings, trials, and pre‑trials for prosecuting attorneys; monitors cases to ensure proper action within statutory time limits; coordinates with court clerks and checks online court calendar updates. Receives citations from courts and fact‑sheets from attorneys and prepares case files and necessary legal documents. Coordinates with courts regarding continued cases and rescheduling. Maintains accurate and current case files and performs duties for maintenance; assists in calling witnesses for notice of hearing, trials, continuations, cancellations, etc. Utilizes legal training and knowledge of office functions by answering telephone inquiries, referring them to the proper attorneys, and giving general information to the public, law enforcement, defense attorneys, and agencies. Assists in setting appointments for assigned attorneys. Independently reviews each case file and orders necessary legal documents from the agencies according to individual cases; assists attorneys in maintaining statistics of court appearances, dispositions, and transactions involving cases; accesses court calendars and case files for related statistics. Assists in review, logging in, and routing of all incoming mail, inter‑office and county correspondence to assigned attorneys or personnel. Obtains information from defendants regarding assets and financial status; composes and prepares appropriate orders utilizing statutes; submits orders to judge and opposing counsel. Knowledge, Skills and Abilities Knowledge of General secretarial/clerical procedures and techniques Legal terminology Office technology systems Business English, proofreading, and editing techniques Salt Lake County rules, regulations, policies and procedures Criminal justice system Civil, criminal, and bankruptcy court procedures County subdivision approval process Word processing systems and equipment Legal research Salt Lake County cash handling policies and procedures Filing systems and procedures for various courts, the District Attorney’s Office, and outside agencies Skills and Abilities Type accurately at 40 words per minute. Work with computer software related to job‑specific duties. Accurately transcribe dictation from transcriber. Greet and assist the public in a prompt, courteous, and professional manner. Working Conditions and Physical Requirements Work duties are performed in a professional office environment. Important Information Candidates for this position may be offered a Merit or Temporary Legal Secretary position. #J-18808-Ljbffr