Legal Secretary

City of Portsmouth, VA Portsmouth, VA
Job Description

General Statement of Job: Under general supervision, this position performs a variety of complex secretarial functions of a legal nature in support of the Circuit Court Judges. The incumbent types and copies a variety of correspondence, forms and reports. The employee prepares and maintains a variety of departmental records. Work involves public contact in greeting visitors and answering telephones, receiving inquires and routing communications. Responsibilities include establishing departmental filing systems.

Essential Job Functions:

Types materials from typed or handwritten copy, which requires use of a variety of formats for preparing correspondence, memoranda, reports, schedules, records, cards, etc.; assumes responsibility for correctness of spelling, punctuation, grammar and format.

Performs routine legal research and compiles data for special projects or reports, as assigned, ensuring completion by specified deadlines and in accordance with outlined objectives and goals; gathers and analyzes statistical, financial, historical and other data through examination of various legal documents, publications, literature or other materials, as appropriate.

Enters, stores and/or retrieves information as requested or otherwise necessary; establishing files and modifying existing files. Answers telephone or greets visitors; receives inquiries and complaints, providing information based on general knowledge of programs and activities, or referring callers to appropriate personnel, as necessary; routes messages for department personnel, as necessary.

Establishes and maintains a variety of tangible files, filing and retrieving information as requested or otherwise necessary; maintains library of law books, updating with new materials as released; prepares photocopies of various documents.

Processes accounts payable; prepares payment requests, closes out purchase orders, increases or decreases purchase order amounts and records payments on purchase orders. Sorts and distributes incoming mail; requisitions and maintains office supplies. Monitors progress of legal cases to determine site and time of associated hearings, and advises attorneys, as appropriate.

Performs other related work as required.

Education/Experience: Vocational diploma in legal secretarial science, business, public administration, computer applications or a related field and 3 to 5 years of responsible legal secretarial experience including use of computers and standard software applications; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

Additional Information

This is a full-time grant-funded position under the Portsmouth Adult Drug Treatment Court Program and is contingent upon the continued availability of grant funding.

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