Part-time Legal Secretary

1 week ago

Lehi, Utah, United States Lehi City Full time
Job Description

Lehi City is seeking a highly skilled and organized Legal Secretary to join our team in the Legal Services department. As a Legal Secretary, you will be responsible for performing a variety of complex legal secretarial duties to expedite case preparation and legal services.

Key Responsibilities:

  • Perform initial review of citations and reports, determining processing status and requirements related to court appearance or non-appearance.
  • Perform case data entry and run case reports as required.
  • Prepare court calendar, pull case files, and make them ready for hearing, trials as needed.
  • Prepare summons and ensure timely distribution.
  • Calendars due dates for various criminal case processes, assists attorneys in meeting various case deadlines, calendars court dates and schedules hearings.
  • Prepare court or calendar call materials, assures that all files for review or courtroom are prepared.
  • Prepare jury instructions, witness exhibit lists, and subpoenas, assures proper notification is given to police officers, witnesses, or others involved.
  • May accompany attorneys at hearings and assist with case materials as needed.
  • Prepare criminal cases for court proceedings, composes and prepares correspondence for the review and signature of the city prosecutor and deputy city attorney(s).
  • Composes and prepares a variety of legal documents and pleadings, such as investigative subpoenas, bail forfeitures, motions, orders, briefs, warrants, complaints, continuances, etc.
  • Creates and prepares charging documents listing all charges to be advanced in the specific court case, lists related state statute and description, submits appropriate documents, prepares cover sheets for filing.
  • Reviews reports for accuracy and completeness, follows up with submitting agency as needed, secures additional evidence for cases, i.e., photos, dash cam and body cam video, 911 recordings, call logs, toxicology reports, protective orders, officer certifications, etc.
  • Provides discovery documents to defense attorney as required.
  • Processes GRAMA requests.
  • Accesses criminal justice information system (UCJIS) to enter and retrieve information, data entry and retrieval.
  • Answers telephone and gives messages or takes messages from attorneys, probation officers, police officers, and the general public, apprises callers of status of various cases, exercises judgment related to confidentiality and propriety of case, hearing, warrants, and related sensitive material.
  • Performs related duties as assigned.

Requirements:

  • Education and Experience: Graduation from high school with course background in general office skills, plus one (1) year of specialized course work in legal secretarial sciences or a related field, AND one (1) year of experience as a legal secretary or in some other comparable position providing exposure to legal terminology, methods, and procedures, OR an equivalent combination of education and experience.
  • Knowledge, Skills, and Abilities: Some knowledge of court document maintenance procedures, civil and criminal procedures, modern office practices and procedures, legal terminology, grammar, spelling, and punctuation, modern filing systems related to alphabetical and numeric files, criminal and traffic code, the legal procedures of trials and courts, effective public relations and interpersonal communications, administrative procedures, basic accounting and bookkeeping, general legal research methods, sources, and procedures, basic principles of supervision.
  • Skill in taking and transcribing dictation from hand-written notes or from recording equipment, establishing and maintaining effective working relationships with State, Federal, and other local officials, elected officials, subordinate staff, and city residents, skill in the operation of PC Computer, calculator, fax machine, copy machine, telephone.
  • Ability to exercise initiative, independent judgment, and to act resourcefully under varying conditions, maintain strict confidentiality related to sensitive administrative information, operate personal computer (windows) in utilizing various programs to produce or compose formal documents, reports, and records, communicate effectively verbally and in writing, establish and maintain comprehensive records and files, perform secretarial, stenographic, and machine dictation involving legal terminology and format, maintain filing and record-keeping system, effectively utilize specialized court-related software, work with the public and develop effective working relationships, communicate effectively, verbally and in writing, operate a calculator, copy machine, recording equipment, computer, and other types of standard office equipment.
  • Must be able to demonstrate proficiency in keyboard operations.

Work Environment:

Incumbent of the position performs in a typical office setting with appropriate climate controls. Tasks require a variety of physical activities such as walking, standing, stooping, sitting, reaching, talking, hearing, and seeing, not generally involving muscular strain. Common eye, hand, finger dexterity exist. Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking, and creative problem-solving. Periodic travel required in the normal course of job performance.

Must be able to pass a comprehensive and thorough background check.

Employment in this position is conditional upon passing a pre-employment background and drug test. The City's drug test and background check policy can be found in its entirety here: https://www.lehi-ut.gov/wp-content/uploads/2023/12/Employee-Policy-Manual-July-1-2024.pdf

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