TITLE: Part-Time Clerical Help (Law Department)
REPORTS TO: Law Director
CIVIL SERVICES STATUS: Unclassified
JOB STATUS: Part-time
EXEMPT STATUS: Non-Exempt
The individual in this classification performs a wide variety of clerical, computer, copying, mailing, and filing tasks in the Law Department. It is a highly responsible position requiring excellent skills in the above-mentioned duties as well as good judgment in the application of procedures and methods to routine matters. The employee in this classification must be able to sensitively handle extensive contact with the public both over the telephone and in face-to-face situations. Work is performed under the direction of the Law Director and prosecutors.
ESSENTIAL JOB FUNCTIONS:
- Welcomes attorneys, witnesses, and defendants by greeting them in person or on the telephone; answering or directing inquiries.
- Produces electronic and paper documents by typing, transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics; coordinating case preparation including, but not limited to letters; memorandums, discovery answers, motions, requests, responses, and occasional briefs;
- Reviews and routes correspondence, reports and legal documents; drafts letters and documents; collects and analyze information; initiates telecommunications; schedules conferences and meetings;
- Orders office supplies and completes the appropriate purchase orders;
- Prepares and submits law department personnel timesheets;
- Maintains prosecutors’ calendar and enters court hearing notices;
- Corresponds in person, over the phone, and electronically with multiple police departments and agencies;
- Maintains city and department confidence by keeping client/attorney information confidential;
- Ensures operation of equipment by completing preventive maintenance requirements; calls for repairs.
- Maintains law library;
- Maintains regular and consistent attendance.
EDUCATION, TRAINING AND EXPERIENCE: High school diploma, or equivalent, with experience in the secretarial field, including operation of computers. Previous experience in a legal office environment preferred. Post-secondary education in legal terminology and procedure recommended.
- Office technology; and
- Legal terminology and legal procedures.
- Personal computer usage; and
- Customer service.
- Communicate effectively in writing or orally with co-workers, supervisors and the general public in person or over a telephone;
- Type from copy or rough draft at an average rate of speed;
- Write legibly;
- Work without direct supervision and make decisions independently;
- Understand and follow complex oral and written instructions;
- Provide administrative support to Department personnel; and
- Operate standard office equipment including, but not limited to, personal computer, fax and copy machines, telephone and printers.
This position involves occasional standing, bending, stooping, crawling, squatting, lifting, kneeling and reaching.
This position requires the employee to spend a large portion of the working day at a desk or computer station. The position includes a high incidence of interaction with citizens, government officials, law enforcement personnel and other municipal employees, often under stressful conditions.
ADDITIONAL REQUIREMENTS: The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. Employee understands that conditions may require the City to modify this Job Description and that the City reserves the right to exercise its discretion to make such changes.
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