Legal Secretary

ADD STAFF, Inc.; Colorado Springs (CO); On-site; USD 33,000 - 40,000; Full time

Job summary

ADD STAFF, Inc. is seeking an entry‑level Legal Secretary in Colorado Springs to provide administrative support to paralegals, attorneys and staff.

You will manage calls, filings, calendars, and document preparation, while ensuring accuracy and compliance with court rules. Responsibilities include maintaining databases, processing e-files, notarizing documents, and assisting with trial and appeal preparations.

Qualifications

• Education: High school diploma or GED.
• Experience: Two years of full-time, professional experience in a related field.
• Equivalency: One year of relevant work may substitute for one year of education.

Responsibilities

• Provide legal administrative support by creating and maintaining databases, answering phones, proofreading documents, and preparing legal documents.
• Assist in trial and appeal hearing prep by distributing preservation orders and coordinating witnesses.
• Manage attorney calendars and document management systems; internal and external records filing; ensure reliability of records.

Skills

Administrative support

Calendar management

Communication

Notary support

Education

High school diploma or GED

Two years professional experience

Tools

Adobe Acrobat Pro

Microsoft Office Suite

Colorado Records Database (CDA)

Legistar

Sharepoint

Job description

Description / Position Overview

The purpose of this position is to provide administrative legal support to paralegals, attorneys and office staff. This is accomplished by managing telephone calls, claims, correspondence, and case filings; distributing incoming mail and responding to inter‑departmental mail; processing closed files and preparing off‑site storage transfer; processing e‑file pleadings and supporting documents; and managing attorney calendars. Other duties include assisting with monthly reports as assigned; assisting in trial and appeal hearings; maintaining databases; and notarizing documents. DISTINGUISHING CHARACTERISTICS: I This is the entry level class in the Legal Secretary series. This class is distinguished from the (II level) by the performance of the more routine tasks and duties assigned to positions within the series and by the level of supervision required in the performance of assigned duties. Since this class is typically used as a training class, employees may have only limited or no directly related work experience.

Essential Functions

60% - Provides legal administrative support by creating and maintaining databases; answering telephones and proofreading documents; and preparing legal documents including pleadings, correspondence, ordinances, resolutions, forms, requesting documents and information; and special applications.

20% - Assists in trial and appeal hearing preparation by distributing and preparing preservation orders and supporting documents to all concerned parties; creates preservation order database to keep track of returning employee checklists; evaluates and follows up on checklists; performs other administrative responsibilities for use in position statements and requests for information in EEOC and CCRD termination complaints, redacts confidential information, obtains schedules of witnesses, coordinates hearing location, and contacts court reporter.

20% - Manages multiple attorney calendars; utilizes document management system and provides immediate access to records; performs internal and external records filing management; and coordinates and schedules Time spent on each essential function will vary based on operational needs and is only intended to be an approximation over the course of a full year. Regular and predictable attendance is an essential function in the performance of this job.

Relevant Background and Formal Education

Education: Equivalent to the completion of the twelfth grade (high school diploma or GED). Experience: Two years of full‑time, professional experience in a related field. Education and Experience Equivalency: One year of relevant work experience may be substituted for one year of required education (OR) one year of relevant academic coursework beyond the minimum requirement may be substituted for one year of required professional experience.

Certifications and Licenses

Must possess or be able to acquire the following certifications and/or licenses required in accordance with standards established by departmental policy. Colorado Notary Public Certification within 6 months of start date.

Technical Skills

Basic Skills and Knowledge: Work requires basic skills and knowledge in approaches and systems, which support the design and implementation of major programs and/or processes organization wide. Independent judgment and decision‑making abilities are necessary to apply technical skills effectively. Specialized Computer Equipment and Software: Experience with state and federal courts or regulatory agency‑filing systems, Adobe Acrobat Pro, Microsoft Suite, Colorado Records Database (CDA), Granicus/Legistar, LERMS, JIS, Roxio, Sharepoint, and PeopleSoft Financial.

Additional Information

Supervision Exercised: This classification requires no supervision or direction of others. Supervision Received: Receives Direction: This classification normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results. There is some opportunity for discretion when making selections among a few, easily identifiable choices. The assignment is usually reviewed upon completion.

Other Requirements

Human Collaboration Skills: Communication centers on exchange Length- 6 months, with possible extension (covering for maternity leave) Schedule: 8:00 AM- 5:00 PM (Monday-Friday) Pay: $24.02/hour- $28.84/hour (depending upon experience)