Office Clerk

This job was posted by : For more information, please see: SHOSHONE COUNTY Job Description Office Clerk (legal secretary) Job Title: Office Clerk Department: Prosecuting Attorney Elected Official: Prosecuting Attorney Reports To: Office Manager/Legal Assistant(s) and Prosecuting Attorney Hours: 40 hours per week FLSA Status: Non-Exempt SUMMARY: The Prosecuting Attorneys Office Clerk is an administrative/secretarial position within the Shoshone County Prosecuting Attorneys Office. Under general supervision, this position performs clerical, administrative and support services for the Prosecuting Attorney and deputy prosecuting attorneys, as well as develops and maintains office procedures, systems and workflow. In a law firm setting, this position is often referred to as a legal secretary. ESSENTIAL DUTIES AND RESPONSIBILITIES: The following are representative of those duties of the position when fully functioning. They are not intended to represent the entire functional capacity of the position at the task level. Office Clerk Functions: The Prosecuting Attorneys Office Clerk handles administrative tasks, including greeting members of the public and directing them to the appropriate department or individual, answering incoming calls, scheduling appointments, drafting correspondences, effectuating court filings, performing data entry, organizing case files, and completing other general office administrative functions. The Office Clerk also acts as a liaison between attorneys and clients. The Office Clerk may be responsible for entering and maintaining client records, attorney calendars, and case management system data. The Office Clerk composes miscellaneous documents for attorney review and approval from general instruction, therefore they must understand legal terminology. Interpersonal Elements: The court dockets not only deal with defendants who are members of the public, but constituents and victims who are invested in particular cases. Therefore, the Prosecuting Attorneys Office Clerk must tactfully deal with members of the public under stressful conditions. Confidentiality Requirements: The Prosecuting Attorneys Office Clerk maintains computer records of necessary client documents, case information, and work product including documents and letters. The Office Clerk will frequently create, access, and maintain case files which may contain highly confidential information. As a general matter, cases within the Prosecuting Attorneys Office are not open to the public and therefore, the Office Clerk will be required to maintain the strictest confidentiality of clients, co-workers and attorneys, as well as information related to the matters handled by the Office. As a result, the Office Clerk will need to prioritize workflow, demonstrate accuracy and pay close attention to detail in order to be successful in ensuring compliance with confidentiality requirements for the Office. The Office Clerk is authorized access to private information as a condition of employment to the extent necessary to perform their duties. As an employee of the county, the Office Clerk will be required to protect against unauthorized access to such information, ensure the security and privacy of such information, and disclose any anticipated threats or hazards to such information. Employees must be very careful not to release this information to the public or to other individuals, including but not limited to county employees who have not been authorized or who do not have a legitimate organizational, departmental, or business need to know as described in Idaho Code Section 9 et. seq. Any questions regarding release of such information to another person should be directed to their supervisor, elected official, o r their designee. KNOWLEDGE, SKILLS, AND ABILITIES: The requirements listed herein are representative of the knowledge, skill, and/or ability required for this position. Among these, a working knowledge of secretarial principles and practices, English composition, document drafting, spelling, and business formats are all basic requirements. An ability to plan and coordinate activities of coworkers, as well as independently design, develop and install office procedures, will be vital to success in this position. Demonstrating the ability to work independently in the absence of specific instructions, strict confidentiality, and dedication are all necessary attributes of a proficient Office Clerk. This requires excellent writing skills, which includes demonstrating comprehensive knowledge of English language, punctuation, spelling, writing, and proofreading. Office Clerks must know and be able to adhere to general office practices, procedures, and machines while ensuring that all documents under their control leaving the office are of high quality and professional composition. SUPERVISORY RESPONSIBILITIES: N/A EDUCATION AND/OR EXPERIENCE: Associates Degree or certificati