Legal Secretary I / Receptionist - PA Office

Performs a variety of entry-level, routine legal secretarial, clerical, and office tasks such as preparation of standard legal correspondence, documents and reports, assisting in case processing, typing, receptionist functions, routine data entry and posting duties, establishing and updating recordkeeping systems, and sorting and distribution of mail within well-defined office procedures or under close supervision.

DISTINGUISHING CHARACTERISTICS

Positions assigned to the Legal Secretary I classification are distinguished by the requirement for entry-level legal secretarial and clerical skills and working knowledge of the criminal justice system. Many tasks can typically be learned on the job and require limited problem-solving within clearly defined procedures.

EXAMPLES OF JOB DUTIES: (Any one position may not include all of the duties listed nor do the listed examples include all tasks which may be found in positions of this class.)

Greets and assists the public by phone or in person by providing information of a general nature as authorized from sources such as published directories and procedures, calendars and staff schedules; responds to general questions regarding department procedures, policies and processes and assists them when within scope of authority and refers others to appropriate individuals or departments.

Types and distributes standardized legal forms, correspondence, reports, warrants, memoranda, statistics and schedules from specific instructions by using office machines such as a typewriter, word processor, adding machine, photocopier and other standard office equipment.

Receives incoming calls on a multi-line telephone and routes calls to appropriate individual or takes messages.

Assists in case processing and the preparation of regularly recurring reports; compiles and verifies data from varied sources. May involve basic, routine mathematical calculations and tabulations in accordance with established methods.

Maintains and updates files, records, and logs on computerized and manual recordkeeping systems; searches files and records for readily identifiable information as directed; monitors inactive files, updates records and destroys as authorized.

Maintains an appointment and court calendar for staff in assigned area and may assist in scheduling of appointments, meetings, and hearings.

Sorts and distributes mail according to general knowledge of department activities and programs; prepares out-going mail for the unit.

Provides back-up support to other secretary positions and the office in case of absence or work overload.

Performs other related duties as assigned.

WORKING CONDITIONS:

Work is performed in an office environment. Occasional physical effort is required to lift items up to 50 lbs.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of legal secretarial and office practices, procedures and equipment.

Working knowledge of court procedures, legal processes, and the criminal justice system.

Working knowledge of legal terminology, forms, and documents.

Skill in operating standard office equipment such as typewriter, computer terminal, word processor, transcriber, calculator and photocopier.

Good oral communications skills to explain general policies and procedures and to deal with other employees, law enforcement agencies, attorneys, and the general public using courtesy, tact and good judgment.

Ability to work independently, organizing work with a minimum of supervision.

Ability to prepare legal reports, correspondence, and records, using accurate business English, composition, spelling, grammar and punctuation.

Ability to work with high degree of accuracy and attention to detail to meet deadlines.

Ability to understand and execute oral and written instructions, policies and procedures.

Ability to establish and maintain filing and record keeping systems.

Ability to type at level required for specific position.

EDUCATION AND EXPERIENCE:

High school diploma, or G.E.D., coursework in legal secretarial practices preferred, and one year of legal secretarial experience; or any combination of education and experience which would provide the applicant with the desired skills, knowledge and ability required to perform the job.

LICENSES, CERTIFICATES & OTHER REQUIREMENTS:

Valid Washington State Driver's License.

Notary Public helpful.