• Ability to work 40 hours per week with set work hours during core business hours, and work over 40 hours per week in emergency situations or to accomplish specific tasks when required.
• Ability to be supervised by assigned supervisor or manager.
• Communicate effectively, and professionally, both verbally and in writing, to departmental staff, incarcerated people, the public, vendors, outside agencies, etc. in order to disseminate information, respond to inquiries, and/or to receive/provide direction/orders, prepare correspondence, create/update desk procedures, train staff, etc.
• Prepare, format, and process a large variety of legal documents including pleadings, briefs, exhibits, and other litigation documents, as well as correspondence and memoranda through dictation and handwritten documentation from staff counsels.
• Ensure staff counsel are supplied with the proper legal documents necessary for court appearances.
• Research legal citations to ensure accuracy.
• Accurately transcribe various reports and other documents, including those from difficult dictation, those involving a variety of legal terms, and/or containing confidential information, from a Dictaphone machine, into a personal computer for storage, editing, and retrieving information for filing or reference.
• Set up and maintain case files and follow-up records (e.g., documents, manual revisions, etc.) using various filing systems (e.g., alphabetic, chronological, numeric, subject matter, etc.) to organize and maintain documents for future reference utilizing binders, folders, indexes, alpha/numeric sorter, office procedures, etc., as directed.
• Proofread/edit typewritten materials for finalization to ensure documents (e.g., letters, reports, memos, charts, chronos, etc) are free from typographical errors utilizing personal computer, reference materials, secretarial handbook, dictionary, personal experience, etc., following oral and/or written instructions as directed.
• Develop and maintain a calendaring system, and update various case management and calendaring databases. Ensure staff counsel are advised of upcoming hearing or court dates.
• Schedule meetings, make room arrangements and notify participants.
• Participate in phone calls with attorneys and their support staff to calendar hearings and meetings, arrange for service of process, and review and discuss local rules with court clerks to ensure proper filings meeting deadlines.
• Receive/answer incoming telephone calls and provide responses to callers, direct and transfer calls to appropriate staff, and/or take messages.
• Operate various office equipment such as personal computers and computer programs, typewriter, fax machine, copy machines, telephones, scanners.
• Perform mathematical computations to complete basic addition, subtraction, multiplication and division problems associated with assigned tasks.
• Type at a minimum speed of 45 words per minute.
• Prioritize and organize workload to ensure time frames are met.
• Maintain and ensure confidentiality of Departmental information, records, documents, concerns, issues, etc.
• Lift, carry, move and/or drag files, and other items (i.e. binders, boxes of files or binders, etc.) weighing up to 25 pounds (larger boxes could be broken down or carried with a dolly or other assistive device if necessary).
• Attend meetings and training as required, which may require traveling to off-site locations, to various parts of the state via vehicle, train, bus, and/or plane.
