Administrative Legal Secretary

Champaign County; Richmond (VA); On-site; USD 30,000 - 41,000; Full time

Benefits offered by this job

IMRF retirement

457 deferred compensation

Health insurance

Job summary

The Champaign County State's Attorney's Office seeks an Administrative Legal Secretary to support Assistant State's Attorneys with confidential, clerical, and electronic document handling. The role requires discretion, strong organization, and independent judgement in managing case materials and evidence.

Responsibilities include scheduling hearings, filing via e-filing systems, maintaining case records, coordinating with court staff and law enforcement, and training junior staff as needed.

Qualifications

• High school diploma required; secretarial training preferred.
• 3+ years legal, social service, or criminal justice experience preferred.
• Associate degree or higher with relevant coursework is a plus.

Responsibilities

• Schedule hearings, meetings, and court appearances with court staff and parties.
• Prepare, file, and manage legal documents including warrants, subpoenas, and indictments.
• Maintain physical and electronic case files and evidence securely.
• Provide confidential administrative support to prosecutors.

Skills

Microsoft Word

Written communication

Verbal communication

Record keeping

Confidentiality

Education

High school diploma

Associate degree or higher

Tools

e-filing systems

LEADS certification

Case management systems

Office software suite

Job description

• Position Type:
  Champaign County/ Administrative Legal Secretary (State`s Attorney)
  
• Date Posted:
  9/2/2026
  
• Location:
  101 E. Main Street (Courthouse)
  
• Date Available:
  As soon as possible
  

Job Title: Administrative Legal Secretary (Full-Time, Non-Exempt)

Department: State's Attorney's Office

Reports To: Administrator, Attorney, Counselor, or Investigator

SUMMARY

The Champaign County State's Attorney's Office is seeking applicants for an Administrative Legal Secretary position working with our Assistant State's Attorneys and performs specialized and confidential secretarial duties which often require independent judgement; handles clerical and administrative functions. Requires strong organizational ability, initiative, sound judgement, and discretion in communicating with a wide variety of individuals and entities and in obtaining, utilizing, creating, distributing, and storing documents and electronic evidence in support of prosecutors' work on confidential and sensitive matters.

JOB DUTIES AND RESPONSIBILITIES

Include but not limited to the following as other duties may be assigned.

Serves as backup secretary for other assigned legal secretaries.

Handles confidential matters daily relating to all divisions of the State's Attorney's Office.

Schedules hearings, meetings, and court appearances; communicates with court staff, attorneys, witnesses, victims, social service agencies, law enforcement personnel and other outside entities; performs receptionist duties answering phones and assisting office visitors. Receives and responds to calls, emails, and other communications; answers inquiries from County staff, law enforcement, and the general public, exercising patience and professionalism with individuals navigating sensitive or emotional matters.

Types, prepares, and files (including through electronic filing/e-filing systems) correspondence, warrants, summons, subpoenas, writs, orders, indictments, petitions, and other legal documents

• Obtains, utilizes, and manages case information through State and County electronic databases and case management systems, including entering, updating, and retrieving case records and electronic evidence. Maintains a variety of physical and electronic files, records, and evidence, ensuring accurate organization, proper handling, and secure storage; may be responsible for maintaining LEADS certification and running criminal history checks. Completes forms and prepares reports, such as disposition reports and statistical reports, requiring attention to detail and accuracy.
• Provides administrative and organizational support to prosecutors on a variety of confidential and sensitive matters, prioritizing and coordinating multiple time-sensitive tasks with minimal direction.
• May attend meetings, including virtual meetings, as a representative of the department; may train secretarial/clerical staff and interns, exercising leadership and sound judgement.

QUALIFICATIONS

EDUCATION AND EXPERIENCE

(Required) High school diploma

Prior office experience with secretarial training required

(Preferred) Minimum of 3 years legal, social service, or criminal justice experience.

(Preferred) Associate degree or higher with special consideration given for specific coursework in secretarial skills, criminal justice, and/or social work.

KNOWLEDGE, SKILLS, AND ABILITIES

Proficient computer skills include but not limited to Microsoft Office, particularly Microsoft Word.

Strong and effective written and verbal communication skills.

Knowledge of modern office practices and principles of modern record keeping

Ability to set up and maintain physical and electronic filing systems

Knowledge of legal phrases and terminology preferred

Excellent organizational and time management skills.

Ability to maintain confidentiality and exercise discretion.

LANGUAGE SKILLS

Ability to read, analyze, and understand legal documents and written communications

Ability to write clear correspondence, including email

Ability to effectively present information and respond to questions.

MATHEMATICAL SKILLS

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, electronic, or diagram form

Ability to deal with problems involving several variables.

Ability to organize and prioritize work and to coordinate several activities simultaneously.

PHYSICAL DEMANDS

This position requires the ability to perform essential secretarial functions in a typical office environment. The employee must be able to sit for extended periods while working at a computer, with occasional standing and walking within the office. Tasks involve typing, filing, and handling office equipment such as phones, printers, and copiers. The role may require occasional lifting of items up to 15-20 pounds (such as boxes of paper or files) and reaching to retrieve or store materials on shelves. Clear communication via phone and in person is necessary, requiring the ability to hear and speak effectively. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of this role.

COMPENSATION

Pay Range: $21.52 - $29.52

The County offers a competitive benefits package, which is outlined on Champaign County Employment page , including membership in the Illinois Municipal Retirement Fund (IMRF), optional 457 deferred compensation plans, and a comprehensive health insurance plan.

Applicants should note this is a Bargaining Unit position under the Agreement set by the American Federation of State, County, and Municipal Employees (AFSCME) Union contract.