Legal Secretary

Grand Traverse County; United States; On-site; USD 23,775 - 33,862; Full time

Benefits offered by this job

Medical benefits

Vision benefits

Dental coverage

Vacation days

Holidays

Parental leave

Retirement plan

Job summary

Grand Traverse County is seeking a legal secretary to independently provide litigation support and confidential administrative assistance to the Prosecuting Attorney’s office. You will assemble information, file with courts, and manage document flow while delivering accurate, timely service to attorneys and the public.

Requirements include a high school diploma or GED and at least three years of related legal experience; college coursework can substitute for up to one year.

Qualifications

• High school diploma or GED required.
• Three or more years of related legal experience required.
• College coursework may substitute for up to one year of experience.

Responsibilities

• Provides litigation support and confidential administrative support to attorneys.
• Assembles information into proper legal form, files with the court, and maintains control over document flow.
• Processes, researches, and analyzes legal information and prepares reports and correspondence.
• Transcribes legal dictation, conferences, and interviews.
• Delivers comprehensive customer service to internal and external customers, verbally and in writing.
• Sorts, files, and maintains materials and electronic files; tracks file movement.
• Schedules and maintains department calendars and ensures court deadlines are met.
• Operates office machines and software including Word, AS-400 and Prosecutor by Karpel.

Skills

Legal secretarial

Confidential information handling

Microsoft Word

AS-400

Karpel case management

Education

High school diploma or GED

College coursework substitute for up to 1 year experience

Tools

Microsoft Word

AS-400

Prosecutor by Karpel

Job description

Job Overview

Primary function of this job is to independently provide legal secretarial and confidential litigation support to the Prosecuting Attorney’s office including gathering and analysis of information requiring subjective judgment within defined parameters. Employees work as part of a team and are responsible for ensuring that the team meets its objectives.

Primary Duties and Responsibilities

• Provides litigation support as well as confidential administrative support to attorneys.
• Assembles information into proper legal form, files with appropriate court, and maintains control over the flow of documents, records, and files.
• Processes, compiles, researches, and analyzes legal information, and prepares and verifies reports, correspondence, and other documents utilizing applicable software, within established procedures.
• Transcribes legal dictation, conferences, and interviews.
• Provides comprehensive customer service, including delivery of accurate, prompt, and courteous assistance on complex policies, guidelines, and standard practices to internal and external customers, both verbally and in writing.
• Sorts, files, and maintains materials and filing systems (paper, computer or imaging), retrieves file materials, and keeps a record of file movement.
• Schedules and maintains department calendars and ensures court deadlines are met.
• Uses a wide variety of office machines such as printers, personal computers, facsimile machine, postage machine, adding machine, scanners, and copiers.
• Uses a wide variety of office software such as Microsoft Word, AS-400 and Prosecutor by Karpel for case management.

Education, Formal Training and Experience

• Graduation from High School, or G.E.D.
• Three (3) or more years of related legal experience is required.
• College level course work in a related field may substitute for up to one year of experience.

Certifications and Licenses

None required.

Conditions of Employment

• A background check may be required initially and periodically for an individual hired, transferred, reclassified, promoted, or currently working in this job.
• Appointment to or continued employment in this job is contingent upon a satisfactory background check which may include, but is not limited to: confirmation of a persons’ identity; review of criminal conviction records; verification of educational degree, license, or certificate required for the position; review of Department of Motor Vehicles records; Department of Justice fingerprint scan; and/or drug and alcohol testing as required and allowable by law.
• A satisfactory background check is defined as the absence of a criminal history record which bears a demonstrable relationship to the applicant's or employee's suitability to perform the required duties and responsibilities of the position.

Distinguishing Characteristics

• Highly organized individual able to handle large case load and good communication skills for interaction with attorneys as well as the public.
• Work involves gathering and analyzing information to determine the best course of action, based on general guidelines or rules of operations.
• Uses judgment to choose alternatives when multiple correct options exist, weighing consequences of each choice.
• Errors at this level could cause serious, but short‑term consequences involving significant financial impact, reduced service to the public, and/or strong negative citizen reaction requiring intervention from a higher‑level manager and could impact others outside of the department.
• Compared to the Office Specialist classification, work requires specialized legal skills.

Physical Demands, Work Environment, and Other Requirements

• Work is performed in an office environment.
• May be required to reach with hands and arms; sit; stand; talk and hear; use hands to finger, handle, or feel.
• May be required to lift/move up to 50 pounds (such as a box of paper).
• May be required to work directly with criminal suspects or prison inmates.

Knowledge, Skills, Abilities, Competencies

• Proficiency in English grammar, spelling, punctuation, and basic mathematical functions.
• Specialized knowledge of legal principles and practices.
• Skill in operation of modern office equipment such as personal computer, facsimile, copiers, scanners and telephones.
• Skill in use of personal computer software, including spreadsheet development and word processing.
• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with customers, co‑workers, and representatives of other agencies.
• Skilled in researching and resolving problems in order to ensure compliance.
• Ability to develop, layout and implement clerical procedures and operations from general instructions.
• Ability to comprehend, process and apply both verbal and written skills appropriate to the job.
• Ability to explain complex policies and processes in layman’s terms.
• Ability to accurately organize and maintain paper documents and electronic files.
• Ability to maintain the confidentiality of information and professional boundaries.
• Able to use County resources effectively and efficiently.

Compensation and Benefits

Starting Hourly Rate: $20.92 USD

• Medical: High‑deductible plan through Priority Health with up to $2,000 contribution to Health Savings Account annually.
• Vision: No‑cost plan for employees; enhanced plan through EyeMed available.
• Dental: Delta Dental coverage; no costs or premium for diagnostic and cleaning services.
• Wellness: Programs and incentives to support a healthy lifestyle.
• Employee Recognition: Awards and recognition throughout the year and on anniversary dates.
• Tuition Reimbursement: Up to $5,250 annually for accredited course enrollment.
• Vacation: Generous vacation days for benefitted employees.
• Holidays: 12 paid holidays per year plus additional floating holidays at discretion.
• Personal Leave: Up to 72 hours annually, paid for unused leave up to 40 hours.
• Parental Leave: Up to 6 months leave for birth or adoption.
• Retirement: Defined contribution through MERS with match vesting after 6 years; optional 457(b) and Roth plans with matching contributions.
• Life Insurance: Benefitted employees automatically receive coverage.
• Short‑Term Disability: Pay two‑thirds of salary up to 182 days through Mutual of Omaha.
• Long‑Term Disability: Pay 60 percent of salary up to 24 months through Mutual of Omaha.