Legal Assistant I - Commonwealth's Attorney Job at Spotsylvania County, VA
General Statement of Job
Under general supervision, performs receptionist/secretarial duties of a legal nature in the Commonwealth's Attorney's Office. Work involves independently preparing routine legal documents and composing and typing a variety of legal and routine documents. Work also involves receiving, screening, and responding to a variety of inquiries by telephone and in person and providing information or assistance or referring inquiries to the appropriate personnel. Employee is responsible for maintaining a variety of confidential and routine files and records. Employee is also responsible for ordering and assembling criminal histories, driving records, conviction records, probation records, etc. Employee must exercise independent judgment, discretion and initiative in completing assignments. Employee must also exercise considerable tact and courtesy in frequent contact with the public, victims, and witnesses.
Special Duties & Responsibilities
- Answers telephone and greets visitors; receives inquiries for the Commonwealth's Attorney and his assistants, provides information and assistance or takes messages.
- Runs criminal histories and driving records as needed.
- Receives and distributes incoming mail; analyzes incoming mail and determines appropriate actions.
- Sets up and maintains a variety of confidential and general files.
- Delivers and retrieves documents from courts and County offices.
- Orders office supplies, as necessary.
- Copies documents and sends facsimiles, as necessary.
- Assists probation and parole officers with needed information form case files, etc.
- Performs other related duties as required.
Minimum Training & Experience
Vocational/Technical School completion, with major course work in legal secretarial science, and one (1) to three (3) years of experience in legal secretarial/administrative work, experience in public law enforcement office preferred; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities. Must possess or be able to obtain VCIN operator certification.
Special Requirements
- Knowledge of state, County and departmental rules, regulations, policies and procedures, and the ability to interpret them.
- Knowledge of the organization and functions of the department.
- Knowledge of modern office practices and procedures including knowledge of popular computer-driven word processing, spreadsheet, and file maintenance programs.
- Knowledge of legal terminology.
- Knowledge of interrelationships in the court system and the jurisdiction of each court.
- Ability to maintain moderately complex legal records.
- Ability to develop and modify work procedures, methods and processes to improve efficiency.
- Ability to compile data from a variety of sources and prepare clear reports from such information.
- Ability to effectively express ideas orally and in writing.
- Ability to exercise tact and courtesy in frequent contact with County employees, victims, witnesses, court officials, professionals, and the general public.
- Ability to establish and maintain effective working relationships as necessitated by work assignments.
- Ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) or data, people or things.
- Ability of speaking and/or signaling people to convey or exchange information. Includes giving assignments and/or directions to subordinates or assistants and receiving assignments and/or directions from superiors.
- Ability to read a variety of correspondence, legal documents, forms, records, criminal histories, etc.
- Ability to prepare a variety of correspondence, legal and routine documents, reports, forms, etc. Must be able to speak to people with poise, voice control and confidence.
- Ability to learn and understand relatively complex principles and techniques; to make independent judgments; to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information.
- Ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages including legal, medical, accounting, and personnel terminology.
- Ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages; understand and apply the theories of descriptive statistics.
- Ability to deal with people beyond giving and receiving instructions.
- Must be adaptable to performing under stress when confronted with persons acting under stress.
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