LEGAL SECRETARY

Job Title

UNCLASSIFIED NON-EXEMPT POSITION THE CURRENT VACANCY IS IN THE OFFICE OF THE PUBLIC DEFENDER

Minimum Qualifications:

High School Diploma or GED required, supplemented by vocational or technical training in legal support or a related field; supplemented by two years of clerical or secretarial experience in a legal setting; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Resumes are welcomed without personal and identifiable information.

Specific License or Certification Required: Certification as a Notary Public issued by the Superior Court Clerk's Office (in county of residence), as required by position assignment.

Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in the performance of the essential functions and learn, comprehend, and apply all county or departmental policies, practices, and procedures necessary to function effectively in the position. Requires knowledge of legal terminology, judicial processes, and court procedures.

Veterans' Preference: Qualifying veterans will be given preference in the form of a guaranteed invitation to interview for any position to which they applied and have been found to have met the minimum qualifications. Veterans' preference provides for hiring preference on initial appointment only.

ALL APPLICATIONS MUST BE COMPLETED IN FULL BEFORE THEY ARE SUBMITTED. PLEASE REVIEW ALL APPLICATIONS FOR ACCURACY AND MAKE ALL CORRECTIONS BEFORE SUBMITTAL BECAUSE ERRORS CAN RESULT IN NOT MEETING THE MINIMUM QUALIFICATIONS. ADDITIONAL INFORMATION WILL NOT BE ACCEPTED AFTER APPLICATIONS ARE RECEIVED BY THE PERSONNEL DEPARTMENT.

Purpose of Classification: The purpose of this classification is to perform legal clerical and secretarial work within a court or legal service area. Work involves supporting attorneys and judicial functions by preparing legal documents, maintaining case files, and maintaining calendars. The Legal Secretary is distinguished from the Legal Assistant in that the latter performs a combination of secretarial and paraprofessional legal support for attorneys, whereas the former performs specialized clerical/secretarial functions with an emphasis on processing documents and files.

Essential Functions: The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Prepares a variety of legal documents, reports, and court orders using standardized forms and formats: composes, types, edits, and transcribes correspondence, subpoenas, pleadings, briefs, motions, warrants, or other legal documents; reviews correspondence and documents for correctness and legal compliance; notarizes documents; files pleadings and legal documents with courts; and generates, prints, copies, and distributes legal documents and reports, including GCIC criminal histories.

Prepares or requests/receives discovery: compiles, files, and mails discovery packet; processes discovery by copying, recording, and filing information, reports and evidence; and requests or orders further needed information.

Maintains computerized and physical case files and information using specialized databases and records systems: initiates case files in specialized databases; locates, collects, and assembles physical case files according to established procedures; inputs and modifies a variety of legal data and information; monitors court appearances and updates case files accordingly; verifies data and information are complete and up-to-date; and closes and archives case files.

Coordinates and maintains calendars: determines availability of courts, attorneys, litigants, and judges; schedules appointments, conferences, and court dates; makes travel arrangements; monitors calendars, due dates, and open cases; and ensures materials are available for conferences and court dates based on calendars.

Serves as initial contact/resource person by screening calls, visitors and mail: receives, reviews, and routes legal documents and correspondence; responds to requests for information and assistance; interprets and explains policies and procedures; researches and gathers information to provide accurate answers and information; and refers more technical questions or issues to appropriate legal staff.

Performs other secretarial and special assignments to support attorneys and assist in case preparation: researches, compiles, and organizes information from various sources; generates specialized reports related to cases; and attends court with attorneys.

Operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.

Communicates with supervisor, attorneys, judges, law enforcement, other employees, clients, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Additional Functions: Performs other related duties as required.

For Applicants With Prior Military Service: We strongly encourage veterans, prior military and transitioning service members to apply. Many of the competencies and transferable skills developed through military service directly support success in this role, including:

Leadership under pressure — Maintains professionalism and accuracy when handling urgent filings, last-minute attorney requests, or tight court deadlines; Prioritizes competing tasks during high-volume case periods; Supports attorneys by anticipating needs during fast-moving legal proceedings.

Operational Planning & Execution — Organizes schedules, case materials, and workflow to ensure smooth legal operations; Prepares, formats, and processes legal documents, motions, and correspondence; Manages calendars for hearings, meetings, and filing deadlines; Maintains organized digital and physical case files for quick retrieval.

Adaptability & Rapid Problem Solving — Adjusts quickly to new case developments, shifting priorities, or unexpected attorney directives; Reworks documents or schedules when new information arrives; Finds alternative solutions when records, contacts, or resources are unavailable; Adapts communication style to meet attorney, client, or court needs.

Team Cohesion & Communication — Collaborates with attorneys, paralegals, clerks, and administrative staff to support unified case strategy; Communicates updates clearly to keep the legal team aligned; Ensures attorneys have accurate information before hearings or meetings; Builds trust through reliability, confidentiality, and consistent follow-through.

Safety & Risk Awareness — Identifies legal, ethical, and procedural risks to protect case integrity and client rights; Ensures confidential information is handled securely and appropriately; Flags missing documents, errors, or inconsistencies that could impact case outcomes.

Technical & Equipment Proficiency — Uses legal software, case-management systems, and office technology efficiently; Manages electronic case files and uploads documents to court portals; Utilizes legal research tools and document-production software; Operates office equipment (scanners, multi-line phones, transcription tools) with accuracy.

Performance Aptitudes:

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.

It is the policy of Fulton County that there will be equal opportunity for every citizen, employee and applicant, based upon merit without regard to race, color, religion, national origin, gender, age, genetics, disability or sexual orientation.