Legal Executive Secretary Job at Mineral County, NV in Hawthorne

This position is a specialized secretarial position involving compiling, drafting, and executing legal documents for review and approval by the legal staff and fulfilling all administrative and supervisory requirements of the office. The Legal Secretary serves as secretary to the District Attorney, takes dictation and transcribes materials, assigns clerical work, and supervises other office personnel including the Child Support Enforcement Officer and Secretary positions. This position is responsible for reviewing all legal proceedings through their completion and serves as liaison between the District Attorney's office and other elected officials, county boards, various commissions, courts, and appointed committees.

Essential Functions

• Serve as secretary to the District Attorney;
• Take dictation and transcribe materials;
• Assign clerical work and supervise other office personnel;
• Type letters, memorandums, motions, reports, opinions, criminal complaints, warrants, affidavits, orders, and other legal documents from copy, rough drafts, and dictating machines;
• Prepare payroll and budget documents;
• Review reports of crimes and identify witnesses for criminal cases;
• Type subpoenas for witnesses;
• Make travel arrangements for witnesses;
• Enter Notice of Hearings on office calendar;
• Record pleas, trials, convictions, acquittals, sentences, appeals, and other dispositions of cases in log books;
• File documents with the District Court and Justice Courts;
• Maintain records of fees assessed and collected;
• Screen and refer callers and maintain appointment schedules;
• Sort all incoming correspondence and route to proper personnel;
• Serve as liaison between other elected officials, county boards, various commissions, and appointed committees represented by the District Attorney's office;
• Serve as interface between the Justice Courts of Hawthorne, Mina, and Schurz; the Fifth Judicial District Court; and the Juvenile Probation Office regarding criminal and civil proceedings being prosecuted by the District Attorney's office;
• Maintain law library and research materials as requested;
• Prepare and process legal documents for court filings;
• Monitor case deadlines and court dates;
• Coordinate with court personnel on scheduling and procedural matters;
• Maintain confidential files and records;
• Process incoming and outgoing mail and correspondence;
• Answer phones and respond to inquiries;
• Organize and maintain filing systems; and
• Perform other related duties as assigned.

Knowledge, Skills, and Abilities

Knowledge, Skills, and Abilities: (KSAs are attributes required to perform a job; generally demonstrated through qualifying experience, education, or training.)

Knowledge of

• Modern office practices, procedures, and equipment;
• Business English and legal terminology;
• Spelling, punctuation, and grammar;
• Arithmetic and basic bookkeeping;
• Legal document preparation and formatting;
• Court procedures and filing requirements;
• Criminal and civil court processes;
• Calendar and scheduling management;
• Supervisory principles and practices;
• Confidentiality requirements;
• Record keeping and filing systems;
• Dictation and transcription techniques;
• Payroll and budget preparation basics; and
• County organizational structure.

Skill to

• Type accurately and efficiently;
• Take dictation and transcribe materials;
• Operate typewriter, IBM Displaywriter System, calculator, IBM dictating equipment, and copy machine;
• Prepare legal documents properly formatted for court filing;
• Proofread documents for accuracy and completeness;
• Organize and prioritize multiple tasks and deadlines;
• Supervise and assign work to other office personnel;
• Maintain accurate calendars and schedules;
• Communicate clearly and professionally both orally and in writing;
• Research materials in law library;
• Maintain confidential and sensitive information; and
• Establish and maintain effective working relationships with attorneys, court personnel, elected officials, and the public.

Ability to

• Serve in a supervisory capacity;
• Establish and maintain good relationships with other employees and the public;
• Handle multiple priorities and meet deadlines;
• Work independently with minimal supervision;
• Exercise sound judgment and discretion;
• Maintain composure in stressful situations;
• Screen and prioritize calls and correspondence;
• Coordinate with multiple courts and agencies;
• Process and organize large volumes of documents and correspondence;
• Maintain accurate records and filing systems;
• Follow complex oral and written instructions;
• Adapt to changing priorities and demands;
• Handle confidential and sensitive legal matters appropriately;
• Work cooperatively with legal staff and support personnel;
• Interact positively with others including elected officials, court personnel, attorneys, and the public;
• Understand and apply office policies, procedures, and written and oral directions to specific situations; and
• Maintain regular and consistent punctuality and attendance.

Required Certifications and Licenses

• Notary Public in the State of Nevada or the ability to obtain one; and
• Possession of a valid Nevada Driver's License.