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Legal Secretary

  • Job Code: W0139
  • Pay Grade:WL
  • Pay Scale:$19.43-$35.12 Hourly; $40,414.40-$73,049.60 Annually
  • Exempt:No

Overview

Perform a variety of secretarial and administrative functions in support of the Sheriff’s Office legal staff.

Duties & Responsibilities

Note: Depending on assigned responsibilities, employees may perform some or all of the duties below.

  • Prepare and type legal pleadings including complaints, affidavits, notices of hearing, motions, orders, stipulations, and discovery documents for filing in court.
  • Compose, edit, and type correspondence.
  • Coordinate the distribution of incoming and outgoing mail.
  • Schedule court hearings, depositions, mediation conferences, and other meetings to ensure the timely disposition of cases.
  • Coordinate arrangements and agenda for various commission and board meetings and conferences; assemble materials, compile agenda, and attend meetings.
  • Act as a liaison with witnesses and prepare subpoenas for depositions and trial.
  • Obtain information and prepare responses to discovery requests such as interrogatories and requests for the production of documents.
  • Maintain files and track deadlines for discovery and responses to pleadings.
  • File complaints and other pleadings with the appropriate court and/or judge.
  • Maintain activity reports and submit appropriate documentation to specific units.
  • Respond to inquiries from the public, government agencies, and the news media to provide general or detailed information as appropriate.
  • Perform a variety of secretarial activities including transcribing dictation, maintaining supervisor's appointment calendar, and establishing and ensuring the maintenance of a comprehensive, central filing system.
  • Maintain the confidentiality of records and reports pertaining to the work of the division or department.
  • May be required to cross-train in the performance of basic legal assistance and/or legal research under the supervision of an attorney.
  • Perform business related activities and functions regarding legal office administrative practices and procedures.
  • Perform other related duties as required.

Knowledge, Skills & Abilities

  • Considerable knowledge of legal office practices and procedures.
  • Considerable knowledge of legal terminology and court procedures.
  • Considerable knowledge of the operation of word processing and data processing equipment.
  • Working knowledge of English grammar, punctuation, and spelling.
  • Ability to work effectively with others.
  • Ability to transcribe dictation.
  • Ability to type.
  • Ability to use a computer and related software.
  • Ability to handle confidential information.
  • Ability to maintain work related records and prepare reports.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to provide basic legal assistance and/or conduct legal research under the supervision of an attorney.

Minimum Education & Experience

  • A high school diploma or possession of a GED certificate.
  • Three years of experience as a secretary, which included one year as a legal secretary.
OR
  • A high school diploma or possession of a GED certificate.
  • Successful completion of a secretarial, business and office technology, or office professional training program.
  • Two years of experience as a secretary, which included one year as a legal secretary.
OR
  • An associate's degree from an accredited institution of higher education.
  • Two years of experience as a secretary, which included one year as a legal secretary.

Required Pre-Employment Testing

  • A passing score on pre-employment testing.
  • 40 net words per minute on a typing test; or 133 gross keystrokes per minute with 90% accuracy on a data entry test.

Additional Job Requirements

  • Attendance at the specified Sheriff's Office work location is required.
  • Depending on assignment, employees may be required to possess a valid Florida Driver License at time of employment. Driving history will be thoroughly reviewed and may be grounds for disqualification.
  • No visible tattoos on face. Tattoos on hands, neck, or arms must be covered with white, black, or neutral colored covering.
  • No illegal drug sale within lifetime.
  • No illegal drug use within the past 36 months. No marijuana use within the last 12 months.
  • No felony convictions within lifetime.
  • No misdemeanor convictions involving perjury, false statement, or domestic violence within lifetime.
  • No dishonorable discharge from any branch of the United States Armed Forces, the United States Coast Guard, National Guard, or Reserve Forces.
  • Successful completion of a background investigation including criminal, reference, employment, and neighborhood checks; polygraph; medical evaluation; and drug screening.

General Benefit Information

Benefits include but are not limited to:

  • Medical, Dental, Vision, and Life Insurance coverage
  • Florida Retirement System and Deferred Compensation
  • Paid time off including sick, vacation, and holiday time
  • Employee Assistance Program
  • Short and Long Term Disability Insurance
  • Employee incentives for educational degrees and bilingual (Spanish) abilities
  • Tuition reimbursement
  • Paid training