Legal Secretary III

Join Our Team As A Legal Secretary III

This is a highly responsible advanced legal secretarial position requiring proficiency in legal secretarial skills, file management, and general secretarial skills for the purposes of preparation and maintenance of litigation files, general correspondence, contracts, and construction agreements. Employees in this class deals with subjects primarily legal in nature and must be familiar with legal terminology. Duties include a wide variety of clerical tasks which require the application of independent judgment and knowledge of laws, regulations, policies and procedures. Duties include the receipt and disposition of office calls, visitors and mail and may include the accurate recording and transcription of dictation. Assignments are made orally and/or in writing and work is reviewed through observation of results obtained, conferences and periodic reports or evaluations.

Essential Job Functions

Performs experienced paraprofessional litigation and advanced legal secretarial support to the County Attorney's Office. Schedules and coordinates appointments, meetings and conferences, communicating with all levels of personnel and the public. Reviews incoming mail and sets priorities for same or diverts to correct staff person. Drafts and types memos, reports, and other documents as required.

Sets up files, files letters, legal pleadings and related materials and assembles information for supervisor's use. Receives and screens caller, gives information on office operations and refers callers to other employees, officials or departments as warranted. Takes and transcribes a variety of correspondence and legal documents, including resolutions, ordinances, legal opinions, contracts, briefs, leases and agreements, and litigation documents. Prepares and processes correspondence, legal papers and documents requiring knowledge of legal format, terminology and procedures. Notifies necessary parties of dates and times of court hearings, depositions, conferences, meetings, and appointments.

Compiles and organizes agenda materials and information for County Attorney's use in preparing documents for the BOCC agenda and in providing legal assistance. Controls workflow, managing time and workload independently and in an efficient manner. Researches and composes a variety of materials including letters, memoranda and statistical tables, legal documents, reports and other materials. Prepares legal instruments such as pleadings, ordinances, legal briefs, agreements, legislation, subpoenas, deeds, resolutions and related documents; prepares case files and maintains docket sheets on pending litigation; researches and compiles source date for completion of legal forms and documents; prepares deposition and expert witness report summaries; legal notices, acknowledgements, affidavits, summonses, subpoenas and other basic legal forms and documents from source data; researches legal questions, procures and organizes evidence for litigation, and prepares memorandum on various legal problems when necessary.

Must be able to work independently. Must be able to perform multiple tasks throughout the work day. Must be able to work for more than one staff attorney. Must be able to communicate with the general public as well as the media. Interact on a daily basis with department heads including Commissioners and their support staff (including training of support staff regarding county procedures). Performs related work as assigned or required.

Knowledge, Skills and Abilities

• Knowledge of administrative and clerical office procedures and systems such as word processing, spreadsheet applications, filing and records management systems, official documents and other office procedures and terminology.
• Knowledge of general office practices and procedures as well as an understanding of organizational/political setup and planning.
• Knowledge of the structure and content of business English including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of county ordinances, regulations, rules, procedures, functions, personnel and ability to apply this knowledge to complex problems and situations.
• Knowledge of local, state and federal court systems, regulations, rules, procedures, functions, personnel and ability to apply this knowledge to complex problems and situations.
• Knowledge of legal publications and ability to keep such publications organized and up to date.
• Knowledge of legal terminology and the forms and documents used in legal secretarial work.
• Knowledge of legal procedures and practices involved in composing, processing and filing a variety of legal documents.
• Knowledge of standard legal references and their contents.
• Skill in communication with all levels of personnel and the public.
• Skill in operating and implementing applicable computer equipment, office machines and software applications including word processing and spreadsheets.
• Ability to analyze complex reports, legal documents and communications.
• Ability to solve problems independently and/or creatively.
• Ability to take shorthand or other means of taking accurate notes to transcribe into clear and concise format for correspondence, reports, documents and other written material.
• Ability to work independently and make decisions on a variety of assigned tasks.
• Ability to work well under pressure with good organizational skills.
• Ability to perform responsible, difficult, sensitive and confidential legal secretarial work involving the use of independent judgment and personal initiative.
• Ability to understand the organization and operation of the County Attorney's Office and or outside agencies as necessary to assume assigned responsibilities.
• Ability to work independently in the absence of supervision.
• Ability to analyze situations carefully and adopt effective courses of action.
• Ability to prepare clear and comprehensive reports, recommendations and correspondence, verbally and in writing.
• Ability to independently prepare agendas, legal documents, ordinances, resolutions and related complex or confidential correspondence.
• Ability to act independently to set up conferences and meetings.
• Ability to search for, organize and compile legal data received from staff and other departments.
• Ability to prepare and process legal documents. official reports and/or papers as required.
• Ability to prepare graphic aids, tables, slides, and other audio/visual devices when necessary.
• Ability to deal with diverse elements simultaneously and to deal with frequent interruptions.
• Ability to work independently as well as a team player.
• Ability to utilize office procedures and systems such as word processing, spreadsheet applications, filing and records management systems, stenography and transcription, legal document form design, and other office procedures and terminology.
• Ability to deal with the public in an effective and courteous manner and establish and maintain effective working relationships with supervisors, County officials, employees, court officials, other organizations and the general public.
• Ability to perform basic legal research when necessary.

Minimum Requirements

PHYSICAL SKILLS: Ability to communicate effectively using verbal, written and visual communication.

EDUCATION, TRAINING AND EXPERIENCE: Graduation from an accredited college or university with an Associate degree and three (3) years of experience using modern business equipment and working with Microsoft Office Suite with ability to transcribe/type dictation, prepare memoranda, legal documents, resolutions, ordinances, and other correspondence OR graduation from high school or possession of an acceptable equivalency diploma and five (5) years of experience.

LICENSES, CERTIFICATIONS OR REGISTRATIONS: Possession of a valid Florida driver's license.

ADA STATEMENT: A qualified employee or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act.

DRUG-FREE WORKPLACE: Pasco County BOCC is a drug-free workplace in accordance with Federal and Florida law.

EMERGENCY RESPONSE/RECOVERY ACTIVITIES: All employees will be required to work before, during, or after an emergency. During an emergency, employees may temporarily be assigned to work and perform duties outside the normal scope of their position, location and work schedule to fit the needs of the County and its citizens.

VETERANS' PREFERENCE: Under Section 295.07, F.S., Chapter SSA-7, Pasco County BCC provides to Veterans, that preference in appointment will be given to preference-eligible applicants.

Pasco County was voted one of the nation's top workplaces for 2021.

Benefits

Benefits include:

• Florida Retirement System (FRS) retirement plan
• PTO (Paid Time Off)
• Paid holidays
• Group insurance
• Tuition reimbursement
• Deferred compensation
• Medical leave pool
• Annual medical leave buy-back
• Mid-management/Professional grade, and management personnel may receive 40 hours of admin leave per calendar year.

Effective July 1, 2011, FRS members must contribute 3% of their salary as retirement contributions, on a pre-tax basis (the salary is reduced by the amount of the employee contribution before determining the federal income tax deduction). The employer will automatically deduct the employee contributions.