Legal Secretary (SOS)

Yamhill County; McMinnville (OR); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

15 paid holidays per year

Flexible Earned Time (FET) accrual in

PERS - 100% employer funded

Full health benefit offerings with low

Public service student loan forgivenes

Job summary

Yamhill County seeks a Legal Secretary (Senior Office Specialist) to perform front desk, case management, and administrative support for the District Attorney’s Office in McMinnville, Oregon. The role includes greeting visitors, processing subpoenas, managing discovery, and keeping accurate records with PBK and other systems.

Applicants should have a high school diploma, at least one year of clerical experience, and strong skills in organization, communication, and office software.

Qualifications

• High school diploma or GED with at least one year of clerical experience.
• Preference given to experience in a legal office, state/county court, prosecutor's office or related criminal justice field.
• Ability to use Windows-based systems, Excel and basic case-management tools.

Responsibilities

• Greet and check in victims, witnesses or other parties for meetings, Grand Jury and court proceedings; process witness fees.
• Perform front desk reception and case management tasks using electronic systems (PBK), including deadlines and required tasks.
• Prepare subpoenas for documents and witnesses; maintain and review discovery logs.
• Data entry, records handling, filing and processing court documents; communicate with agencies and attorneys.
• Maintain confidentiality and professional interactions with the public and colleagues.

Skills

Organizing materials

Professional relationships

Oral and written communication

Office equipment operation

Multiline telephone handling

Education

High school diploma

Tools

Microsoft Windows

Excel

Database management

Record keeping software

Job description

Legal Secretary (Senior Office Specialist)

Yamhill County has two regular, full-time positions for a Legal Secretary. The Legal Secretary works under general supervision, to perform front desk reception and/or legal case management and administrative support activities for criminal prosecution and other functions of the District Attorney’s Office; and to do other work as required.

SUPERVISION RECEIVED

Works under the direct supervision of the Office Manager and Chief Deputy District Attorney.

SUPERVISION EXERCISED

Supervision is not a responsibility of this class.

Represents the District Attorney’s Office to the general public in person and on the telephone

• Receives, transfers or refers calls to appropriate persons, or takes and relays messages as appropriate
• Provides information and assistance to visitors and others having business with the District Attorney’s Office in a courteous and respectful manner within the scope of authority.
• Performs basic administrative duties in accordance with County and District Attorney procedures and policy, including data entry, record keeping, preparing and processing documents and maintaining files; accurately transmits, screens, or conveys information using proper format, document, and procedures.
• Greets and checks in victims, witnesses or other parties for meetings, Grand Jury and court proceedings; processes and tracks witness fee payments.
• Reviews, sorts, and distributes mail
• Reviews and prepares daily docket information as directed.
• Performs other reception duties as directed.

Performs case management and attorney support

• Performs routine legal office clerical support using electronic case management systems (PBK), including monitoring and tracking deadlines, discovery demands, and required tasks. o Composes correspondence as needed.
• Prepares some statistical reports as required.
• Independently obtains Criminal Histories using LEDS.
• Receives and sends information to and from other agencies and jurisdictions.
• Completes required data entry on criminal cases and independently assess next action to be taken.
• Maintains discovery logs in the electronic file with proper notations of all actions applicable to the receipt and sending of all discovery/evidence, including preparing and providing discovery of potentially graphic and sensitive documents or information, and duplicate audio, video, photographic and other evidence and process digital media for discovery disclosure.
• Requests all reports and records from agencies or providers, and requests all paper or digital evidence, both independently and at the instruction of attorneys.
• Redact CD/DVDs or any other discovery as instructed by attorneys.
• Ensures physical files are assembled when required or requested, and closes electronic and physical files.
• Prepares and issues subpoenas for documents and witnesses, and notifies individuals as needed, follows up on subpoena service in accordance with office policies. Contacts witnesses, officers, and parties, regarding status of court proceedings, including scheduling changes or calling off subpoenas.
• Completes filing of court documents both conventionally and via e-filing.
• Other related duties as assigned by a supervisor.

Employees must be able to perform the essential functions of this classification with or without accommodation.

The Benefits

• 15 paid holidays per year.
• 19.5 days of Flexible Earned Time (FET) accrual in the first year (based on an 8-hr day).
• PERS (Public Employee Retirement System) - 100% employer funded contributions.
• Full health benefit offerings with employee premiums starting as low as $89.02/month for PPO and $0 monthly for HMO for 2026 to 2027 plan year. *
• Qualifying employer for public service student loan forgiveness.

*Subject to the AFSCME Collective Bargaining Agreement (7/1/2023 – 6/30/2026).

Our Community

Yamhill County has approximately 109,000 residents and is a very desirable place to live in the heart of the Willamette Valley wine country. Yamhill County is home to Linfield University and Chemeketa Community College in McMinnville and George Fox University and Portland Community College in Newberg. Yamhill County is centrally located in the Willamette Valley, within proximity to the Oregon Coast, the Portland and Salem metropolitan areas, and the Oregon Cascade Mountains. Wide varieties of indoor and outdoor recreation opportunities are available. We have the benefits, appeal and superior quality of life found in a small-town community, while enjoying active social and cultural lifestyles found in larger metropolitan areas.

Required Information

Under the provisions of the Immigration Reform and Control Act of 1986, any person hired or rehired is required to provide evidence of identity and eligibility for employment. Yamhill County does not offer VISA sponsorships. The County verifies the valid work authorization of each employee using Form I-9 and the E-Verify Program.

Yamhill County is an Equal Employment Opportunity Employer and values diversity.

All qualified applicants are encouraged to apply. Applicants are considered for employment based on their qualifications without regard to race, religion, gender, sexual orientation, national origin, age, marital or veteran status, medical condition or disability, or any other factor prohibited by law or regulation. Veterans are encouraged to apply. Do not include information or photos that would identify those personal traits. Documents included with this identifying information will be removed from the application packet.

Some positions require a criminal history check and a review of driving record. All County positions require regular, prompt, and consistent attendance.

Accommodation Under the Americans With Disabilities Act

Reasonable accommodation is available to anyone whose specific disability prevents them from completing this application or participating in the selection process for this recruitment. To obtain confidential assistance, please contact Human Resources at 503-474-4901 or via email at [e-mail].

Veterans’ Preference

Under Oregon law ORS 408.225-408.238, veterans who meet the minimum qualifications for a position may be eligible for hiring preference. If you think you may qualify, please complete and attach all the following.

• Veteran’s Hiring Preference (Veterans Preference Hiring Form-PDF)
• Supporting Documentation- (Refer to VA Preference form for list)

If you need assistance with completing an application for employment or with obtaining a Veteran’s Hiring Preference Form, please contact Human Resources at 503-474-4901 or via email at [e-mail].

Status of Your Application

Please note that Yamhill County communicates with all candidates via e-mail. If you "opt out" or "unsubscribe" from e-mail notifications from NEOGOV, it will impact our ability to communicate with you about job postings.

KNOWLEDGE OF:

• Clerical and record keeping procedures, basic office procedures.
• Basic court processes and procedures.
• County and Department policies and procedures.
• Confidentiality rules, especially those specific to program area.
• Appropriate Agency partners and community resources.

SKILL IN:

• Organizing materials and documents.
• Developing and maintaining professional relationships.
• Communicating orally and in writing.
• Operating computers and other office equipment.

ABILITY TO:

• Respond tactfully and courteously to general & specific questions regarding the District Attorney’s Office inclusive of the ability to accurately provide information in reference to case status and refer to appropriate program partners.
• Handle a multi-line telephone system and effectively transfer and record telephone messages.
• Interact effectively with persons in difficult and stressful situations.
• Maintain cooperative professional relationships with customers, peers, supervisors, managers, and the community in general.
• Write concisely and perform administrative tasks, including documenting via electronic systems.
• Operate in the Microsoft Windows environment inclusive of using Excel, database management and record keeping programs.
• Attend work as scheduled and/or required.

MINIMUM EXPERIENCE AND TRAINING:

High school diploma/GED and one year of related clerical experience.

Preference will be given to experience in a legal office, state-level court, prosecutor’s office or related criminal justice field.

OTHER REQUIREMENTS:

Ability to secure and maintain a driver’s license valid in the state of Oregon, or an acceptable alternative means of transportation. May be required to drive a County vehicle. Employees authorized to operate a private vehicle on County business are required to carry a valid driver’s license and liability insurance minimums as outlined in ORS 806.070.

May be subject to successful completion of a background check.

Standard work hours for this position are M-F, 8am -5pm, in person. The incumbent typically works in an office environment and uses a computer, telephone and other office equipment as needed to perform duties. The noise level in the work environment is typical of that of an office. Incumbent may encounter frequent interruptions throughout the work day.

The employee is regularly required to sit, talk, or hear; frequently required to use repetitive hand motion, handle or feel, and to stand, walk, reach, bend or lift up to 20 pounds.

Contact with the public in office environments may risk exposure to irrational/hostile behavior, contagious diseases, or contact with domestic animals.

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job description in no way states or implies that these are the only duties to be performed by an employee occupying this position. Employees may be required to perform other related duties as assigned, to ensure workload coverage. Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. This job description does NOT constitute an employment agreement between the employer and employee, and is subject to change by the employer as the organizational needs and requirements of the job change.

The job specification requirements stated are representative of minimum levels of knowledge, skills, and abilities to perform this job successfully. Any satisfactory equivalent combination of experience and training which ensures the ability to perform the work may substitute for the above so that the employee will possess the abilities or aptitudes to perform each duty proficiently.