Legal Secretary (Temporary Position)

This is a temporary position.

Minimum Qualifications

• Two (2) years of professional office clerical experience.
• Successful completion of an initial criminal background check, with re-checks every two years thereafter, and continuous compliance with the Bureau of Criminal Information (BCI) requirements.

Responsibilities

• 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 filing systems 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 actions and prepares appropriate legal documents for attorney review.
• Coordinates inquiries from other office divisions, county departments, state agencies, law enforcement, and courts regarding attorney work products.
• Coordinates with Risk Management and Claims Adjusters for inquiries from other divisions, county departments, state agencies, and law enforcement.
• Receives and reviews motions for discovery from outside and defense attorneys; determines and provides relevant documents to opposing counsel.
• Answers inquiries on case status via telephone or written correspondence and provides citizens with procedural information, including judge details, addresses, and telephone numbers.
• Analyzes case files to determine actions and prepares legal documents for processing.
• Transcribes charges into legal format using county ordinances, state criminal code, and wildlife regulation ordinances.
• Maintains daily and weekly calendars for prosecuting attorneys, monitors cases for timely action, and coordinates with court clerks for updates.
• Receives citations and fact-sheets to prepare case files and necessary legal documents.
• Coordinates with courts regarding case continuations and rescheduling.
• Maintains accurate and current case files and performs required maintenance duties.
• Assists in notifying witnesses for hearings, trials, continuations, or cancellations.
• Answers telephone inquiries, refers calls to appropriate attorneys, takes messages, and provides information to the public, law enforcement, defense attorneys, and government agencies.
• Assists in setting appointments for assigned attorneys.
• Independently reviews case files and orders necessary legal documents from agencies.
• Assists attorneys in maintaining statistics of court appearances, dispositions, and case transactions.
• Accesses court calendars and case files for statistical preparation.
• Reviews, logs, and routes incoming mail, inter-office, and county correspondence to assigned attorneys or personnel.
• Obtains defendant asset and financial status information; composes and prepares appropriate orders for judges and opposing counsel.

Skills

• Knowledge of general secretarial/clerical procedures and techniques.
• Familiarity with legal terminology and office technology systems.
• Proficiency in business English, proofreading, and editing techniques.
• Understanding of Salt Lake County rules, regulations, policies, and procedures.
• Knowledge of the criminal justice system, civil, criminal, and bankruptcy court procedures, and county subdivision approval processes.
• Experience with word processing systems, legal research, and filing systems for courts, the District Attorney’s Office, and outside agencies.
• Familiarity with Salt Lake County cash handling policies and procedures.
• Ability to type accurately at 40 words-per-minute.
• Proficiency with job-specific computer software and transcription equipment.
• Strong public interaction skills, including greeting and assisting the public, law enforcement, and other agencies professionally.

Working Conditions

Work duties are performed in a professional office environment.