Legal Secretary (Public Defender)

Shelby County Government; Memphis (TN); On-site; USD 38,000 - 52,000; Full time

Job summary

Shelby County Government's Public Defender Office seeks a Legal Clerk to support attorneys by preparing motions, briefs, and court forms, and by managing calendars, case files, and deadlines. The role requires strong clerical skills and familiarity with legal terminology, while maintaining discretion on confidential records.

First-rate organizational abilities and accuracy in data entry are essential, as is the ability to interpret instructions and coordinate with court clerks.

Qualifications

• Four years of clerical, data entry, or data processing work and a high school diploma/GED; OR three years of clerical/secretarial duties in a legal environment with one year of college study.
• PROOF OF EDUCATION, TRAINING, AND/OR EXPERIENCE REQUIRED.
• Knowledge of legal terminology and procedures; ability to transcribe and manage legal records.

Responsibilities

• Types motions, orders, briefs, and other legal documents.
• Initiates standardized legal forms for actions.
• Accepts service of legal documents and reviews for form and timeliness.
• Maintains docket calendars and coordinates with court clerks.
• Sets reminders for court appearances and deadlines.
• Notifies witnesses of appearances and changes.
• Opens and maintains case files and abstracts from records.
• Maintains confidentiality and proper disposal of legal records.
• Provides coverage to other legal secretaries as needed.
• Performs related duties as required.

Skills

Clerical skills

Data entry

Legal terminology

MS Windows

Education

High school diploma or GED

3 years clerical/legal experience + 1 year college

Tools

Microsoft Word

Microsoft Excel

Job description

Position Summary

Works under an assigned supervisor to perform legal clerical work requiring specialized knowledge of legal documents and processes and the application of established instructions, rules, regulations, precedents, and procedures pertaining to legal activities within the Public Defender Office.

Pay Grade: 41

Salary Commensurate with Experience and Education

Minimum Qualifications

• Four (4) years of experience performing clerical, data entry, or data processing work; AND
• High school diploma or possess a GED; OR
• Three (3) years of experience performing secretarial/clerical duties in a legal environment; and one (1) year of college study (30 semester hours or 36 quarters).
• PROOF OF EDUCATION, TRAINING, AND/OR EXPERIENCE REQUIRED.

Duties and Responsibilities

• Types motions, orders, briefs, and other legal documents.
• Initiates and composes standardized legal forms routinely needed for specific legal actions.
• Accepts service of legal documents, reviews for correct form and timeliness, annotates case files, and status records to reflect receipt and due date for response or other actions required.
• Maintains docket calendars and ticket systems, and coordinates schedules with court clerks.
• Sets reminders for attorneys of court appearances and deadlines for submitting various actions or documents.
• Notifies witnesses of appearances and changes resulting from suspensions or settlements.
• Opens, maintains and closes out case files or systems of legal records, annotates indices and status records, compiles workload and status reports, and locates and abstracts from files and records.
• Maintains the confidentiality and proper organization of legal records, including preparing documents for secure disposal in accordance with established retention and shredding procedures.
• Provides clerical coverage and assistance to other legal secretaries and office teams as operational needs and workload demands.
• Performs other related duties as required or directed.

KSAs

• Knowledge of legal terminology and operation.
• Thorough knowledge of grammar, spelling, punctuation, and format.
• Knowledge of office functions and responsibilities and their relation to the County Government’s operation.
• Knowledge of office routine and administrative procedures.
• Knowledge of recording dictation and transcribing from notes or recordings involving legal terms.
• Ability to perform a variety of difficult stenographic tasks.
• Knowledge of Microsoft Windows.

Disclaimer

This position is subject to a background check for any convictions that have a substantial relationship to potential job duties. Only convictions that are substantially related to potential job duties will not automatically disqualify the candidate.

Shelby County Resident Disclaimer

All employees hired after September 1, 1986, must be residents of Shelby County and shall continue to reside in the County as a condition of their employment. The residency requirement shall not apply to certain public safety/civil service employees. This means exemption from this policy is in effect for the following departments and positions: (1) Sheriff Deputy Patrol Officers, Deputy Jailers and Dispatchers, employed by the Sheriff Department, (2) Correction Officers employed by the Division of Corrections, (3) Firefighters, Paramedics and Dispatchers employed by the Shelby County Fire Department. The residency exemption for public safety/civil service employees does not include Appointed positions with Sheriff’s Office, Division of Corrections or the Fire Department.