Legal Secretary

Job Description

Job Description

The position is located in [leave blank].

Position Summary:

Under close supervision, enhances legal staff or attorney's effectiveness by performing a variety of administrative duties and tasks.

The work is normally reviewed in progress and upon completion of each assignment to ensure accuracy, timeliness, and conformance to established standards; most aspects of the work tasks are covered by detailed instructions or procedures.

Essential Duties and Responsibilities (Depending on area of assignment, incumbent may not be required to perform some of the duties listed below.) :

• Prepares legal documents and correspondence, such as summonses, agreements, complaints, motions, pleadings, and subpoenas from written draft or dictation.
• Mails, fax, or delivers legal correspondence to clients, witnesses, and court officials.
• Maintains law library; assists in the research and location of legal material in law library publications pertinent to pending cases.
• Develops, reviews, and recommends administrative and clerical policies, procedures, systems and forms designed to improve administrative operations.
• Establishes and maintains an effective filing and retrieval system according to established policies and procedures.
• Files briefs and required documentation with court clerk.
• Manages attorney's calendars and routinely interfaces with the calendar established by the court clerk; coordinates and arranges meetings as required. Ensures appropriate parties are informed of trial status.
• Collects and compiles data and information; creates, prepares and distributes reports, spreadsheets, memos, and other correspondence to meet reporting requirements.
• Obtains travel information as required; makes travel arrangements according to established policies and procedures; prepares required documents and submits for approval.
• Screens incoming calls and correspondence; exercises judgment and responds accordingly.
• Creates correspondence, memos, minutes, agendas or reports from drafts, recordings, or verbal instruction.
• Maintains inventory of office supplies and equipment; performs minor maintenance and repairs; arranges for equipment maintenance and repair.
• Receives, logs, sorts and distributes incoming and outgoing correspondence. Mails certified legal documents.
• Coordinates, reviews, and monitors the work of assigned clerical staff.
• Maintain professional and technical knowledge by attending seminars, educational workshops, classes and conferences.
• Performs other job related duties as assigned and contributes to a team effort.

Knowledge, Skills, and Abilities:

• Knowledge of the Tohono O'odham culture, customs, and traditions.
• Knowledge of applicable federal, state, tribal laws, regulations and requirements.
• Knowledge of business writing, spelling, grammar and punctuation.
• Knowledge in records management and basic accounting procedures.
• Knowledge of standard formats of legal documents, forms and correspondence.
• Skill in operating various word-processing, spreadsheets, and database software programs.
• Skill in providing superior customer service to external and internal customers.
• Ability to plan, assign, and review the work of assigned clerical personnel.
• Ability to define and research problems, collect data, establish facts and draw valid conclusions.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to establish and maintain positive and effective working relationships with other employees and the general public.
• Ability to maintain privileged confidential information.
• Ability to work independently and meet strict time lines.
• Ability to work extended hours and various work schedules.
• Ability to travel within the interior/exterior boundaries of the Tohono O'odham Nation.

Minimum Qualifications:

• Associates Degree in Office Management, Paralegal or closely related field and two years' experience as a legal secretary; or an equivalent combination of training, education, and work experience which demonstrates the ability to perform the duties of this position.

Licenses, Certifications, Special Requirements:

• Must type 50 WPM.
• Must demonstrate seventy percent proficiency in grammar, spelling and math.
• Upon recommendation for hire, a criminal background check is required to determine suitability for hire, including a 39-month Motor Vehicle Record.
• May require possessing and maintaining a valid driver's license, (no DUIs or major traffic citations within the last three years).
• If required, must meet the Tohono O'odham Nation tribal employer's insurance requirements to receive a driver's permit to operate program vehicles.
• Based on the department's needs, incumbents may be required to demonstrate fluency in both the Tohono O'odham Language and English as a condition of employment.