Legal Secretary Job at The City of Vancouver in Vancouver

Salary Range 4,506.00 - 5,760.00 Job Summary To perform a variety of routine legal secretarial and general clerical duties in support of the City Attorney's Office. Act as receptionist for the department and provide information to the public. This assignment will support the Criminal Prosecution Division, Domestic Violence Prosecution Center, and the Civil Division. This is a full-time, regular, non-exempt union position. This position is covered under the provisions of an agreement between the City and the AFSCME union. The schedule for this position is M-F, 8am to 5pm. Job Details Essential Functions: Maintain, open and close legal files in both criminal and civil databases; update case files with prepared and received documents; open arraignment cases and prepare and provide discovery; prepare files for court dockets; process cases after arraignment; archive closed files according to state government records retention rules; review criminal cases prior to archiving, and prepare property releases and letters of case dispositions; maintain the archive database spreadsheet Act as legal receptionist for the City Attorney's Office. Manage multi-line phone; provide information and assistance to the public; screen telephone calls and visitors and route to appropriate staff members, departments, or agencies. Process incoming and outgoing daily mail, including distribution; responsible for routing incoming and outgoing contracts and tracking signatures. Prepare and process various pleadings, including dismissals, citations, subpoenas, and responses; assist with warrant and deferred prosecution reviews; electronically file documents with the court; assist with miscellaneous filing. Review and process correspondence; schedule victim and witness interviews with the prosecutors, defense attorneys and investigators as needed; contact and remind witnesses, defense counsel, and attendees of scheduled interviews; update witness information and notify the prosecutors and assigned legal assistant regarding witness availability for upcoming trial dates. Assist with Public Disclosure Requests as needed; gather and review records in response to a records request; redact information that is exempt by applicable statutes and/or case law; assist with preparing response letters. Maintain legal opinion index and Civil Case Management System (CCMS); update brief bank; maintain and annotate tickler system and distribute ticklers appropriately; proofread, format, review, and edit a variety of civil correspondence, leases, contracts, agreements, memorandum, and briefs; update law library with incoming updates Assist civil attorneys by preparing, editing, and transmitting a variety of correspondence and legal documents; format materials according to applicable court requirements and legal standards. Deliver and pick up files and documents to City departments and other agencies as needed. Assist with calendaring as assigned, complete departmental filings. Perform other duties and responsibilities as assigned. Qualifications Experience and Education One year of legal secretarial experience. Equivalent to HS Diploma/GED supplemented by specialized legal training is desirable. An Associate of Arts degree in legal secretarial or paralegal studies may be substituted for one year of experience. Required Licenses and/or Certifications Ability to Obtain - Washington Notary License Computer Skills - Basic skills in Microsoft Outlook, Word, and Excel required Desirable Skills - Fluency in Spanish, Russian, Chuukese and/or American Sign Language Knowledge English usage, spelling, grammar, and punctuation Legal terminology and the forms and documents used in legal clerical work Legal procedures and practices involved in composing, processing, and filing a variety of legal documents Standard legal references and their contents Business letter writing and basic report preparation Principles and procedures of record keeping and reporting Pertinent federal, state, and local laws that pertain to: pleading practice, statutes, municipal code, records retention and public disclosure requests Modern office procedures, methods, and computer equipment Use of personal computers and basic software Abilities Perform secretarial duties with minimal supervision Prepare routine legal documents, correspondence, and memoranda Timely process legal correspondence and relevant support functions. Understand and carry out oral and written directions Communicate clearly and concisely, both orally and in writing Engage in professional and effective communication with a variety of telephone callers Operate a personal computer and appropriate software Work in a manner consistent with the City of Vancouver's Operating Principles and the Vancouver Way Work and act as a team player in all interactions with other City employees Always provide a high level of customer service Project and maintain a positive image with those contacted in the course of work Develop and maintain collaborative and respectful working relationships with team members and others Consistently provide quality service Maintain regular and dependable attendance This position is subject to successful completion of a pre-employment reference check, a basic criminal background check and may include a fingerprint based criminal history check. Job Posting End Date Open Until Filled