Kittitas County

Ellensburg , WA
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Legal Secretary I

Kittitas County
Ellensburg, WA Full-time
Posted on July 11, 2018

Legal Secretary I

The current vacancy in the Prosecuting Attorney's Office is a full-time, benefited, non-union, nonexempt position expected to begin as soon as possible. This position will work with both the Civil and Criminal side of the Prosecutor's Office. Anyone who meets the qualifications stated below may apply. Screening will commence on July 13, 2018 and continue until a suitable candidate has been found.

Salary Range: $2,891- $3,889 per month.

Essential Functions

  • Maintain confidentiality in all matters pertaining to the prosecuting attorney's office.
  • Responsible for providing all secretarial support to the Prosecuting Attorney, Deputy Prosecuting Attorneys, and Office Administrator regarding all civil and criminal matters.
  • Assist telephone callers and visitors with questions and directs them to the proper source for answers.
  • Prepare a variety of legal documents, pleadings, notices, agreements, contracts, ordinances and correspondence at the direction of the Deputy Prosecutors and the Prosecutor.
  • Prepare memoranda, reports, briefs, and legal documents from handwritten notes, taped dictation, and computer disk/cd.
  • Ensures that documents are consistently prepared and completed in accordance with format rules of the Prosecutor's Office, Superior Court, Appeals Courts or Administrative agencies.
  • Prepare response to correspondence either from dictation, oral instruction or independently; obtains required signatures and distributes appropriately.
  • Assist in maintaining a library of briefs and research materials for future use by others in the Prosecutor's Office.
  • Prepare monthly reports to distribute to the Prosecuting Attorney's Management Team at the beginning of each month.
  • Prepare billing reports to distribute to the Office Administrator for billing to outside departments and entities.
  • Enter all cases received into Damion (unless otherwise instructed) and uploads all documents that relate to each case (paperless,electronic files) so that the records are
    complete and accurate (Internal Software Program) to ensure tracking and logging for annual and internal reports as well as records management.
  • Processes all new incoming or newly created (as instructed by DPA) camas cases (unless otherwise instructed).
  • Process all requests from Commissioner's Paperless Agenda System (PAS) that require prosecutorial review.
  • File and record legal documents with the appropriate officials and agencies in a timely manner and ensures correct dissemination to appropriate parties.
  • Proofread documents and corrects grammar, spelling, punctuation, sentence structure, legal terminology and format without altering meaning.
  • Maintain and organizes all assigned cases (paper or electronic in format). Retrieves materials as necessary.
  • Add reminders to Prosecutor and Deputy Prosecutor's calendars with notifications.
  • Maintain cases through active work and litigation, updating litigation binders and binder indexes, placing pleadings in order of receipt.
  • Scan and route all incoming documentation and mail regarding the Civil Division on a rotational basis with Lead Civil Secretary (alternate weeks). Documents should be scanned to the DPA or DPAs that work on the matter and both secretaries.
  • Responsible for the management of the divisions records and closed cases. Records are to be managed based on the Prosecutor's Office's policies and procedures relating to the management of records and the Washington Secretary of State Archives records retention schedules (CORE and Prosecutor Schedule). Responsible for adding closed cases to the
    index and placing any physical files in storage for the duration required for records retention.

Responsible for creating destruction logs, sending them to DPAs and staff in the division, and destroying records that have met retention, once destruction is approved by DPAs and
the Records Officer, by purging Camas cases, purging DaRT cases, deleting Damion cases, deleting records from the G drive, and deleting emails from the secretary's own Outlook account.

  • Gather information, runs reports, and prepares the Civil portion of the annual report.
  • Forwards civil report to the receptionist.
  • Provide criminal division legal assistant support by the scanning, uploading, printing, and mailing of records relating to criminal cases as required by the current demand of the division.
  • Operate office machines such as Computer, scanner, typewriter, copier, printer, fax machine, calculator, multi-line phone, and mail machine.
  • Prepare paperwork based on job assignments and instruction from attorneys and supervisors as not otherwise provided in this job description.
  • Assist in overflow work in civil or criminal and perform any other tasks as assigned.

Responsible for providing secondary legal secretarial support to the Prosecuting Attorney and Deputy Prosecuting Attorneys regarding public disclosure processing.

  • Receive Public Disclose requests regardless of source.
  • Enter information into the DaRT System, process generated camas request and add case to Damion.
  • Create working file on the G drive to store records for processing by Public Records Officer.
  • Send network location address which contains all relevant materials to the Public Records Officer via email with camas and Damion case information included.
  • Work with the Public Records Officer to fulfill the public records requests.
  • Answer calls and questions regarding public disclosure requests and procedures.
  • Other duties as assigned.

This job description is a summary of the primary functions and expectations for this position. Additional department- related duties may be assigned as required.

Minimum Qualifications

  • High school diploma or GED equivalent and one (1) year of experience in legal office or related setting.
  • Ability to communicate effectively both orally and in writing.
  • Knowledge of general office procedures, office machines, legal terminology.
  • Proficient computer skills, including Microsoft Office, possess the ability to learn programs specific to the department and/or County quickly.
  • Ability to work under stressful conditions with minimum supervision.
  • Valid Washington State driver's license.
  • Equivalent education/experience will substitute for the minimum qualifications stated above at the discretion of the Office Administrator or Prosecuting Attorney.
  • A criminal history and background check will be performed on qualified candidates.
  • Convictions may preclude candidates from employment in some circumstances. Factors such as relativity to the position, age and time of the offense, seriousness and nature of the
    violation, and rehabilitation will be taken into account.

Working Conditions

Work is generally performed in a high volume office environment with sustained posture in a seated position, prolonged periods of computer operation, and periods of standing; frequent use of standard office equipment; regular interaction with employees and the public; periods of increased activity and exposure to angry or emotional customers; strength to lift, pull, push, and/or carry up to 25 pounds and potentially more with assistance; vision to read printed materials and a computer screen, and hearing and speech to communicate clearly in person or over the telephone; ability to sit, stand, walk, stoop, kneel, crouch, ascend/descend stairs, and reach with arms and legs. Periodic duties may require performance in non-office settings, outdoors, or at a variety of County locations.

Work is typically performed during standard business hours with some extended shift or weekend and evening work as needed. Regular attendance and punctuality are required. Periodic travel will be required for meetings and/or training opportunities. Must be able to safely operate a motor vehicle in varied weather conditions and levels of daylight.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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