Legal Secretary I

$44,720 - $64,854/Yr

Town Of Gilbert, Arizona - Gilbert, AZ

Full-time

Gilbert, AZ

About the position

Team Gilbert has an exciting opportunity for a Legal Secretary I to join the Town Prosecutor's Office. We work in a fast-paced environment where attention to detail and positive communication skills are paramount. The Legal Secretary I performs general legal and clerical support duties including maintaining electronic files and databases, maintaining supplies, researching, and updating files, responding to callers, processing victim's rights notifications, and providing support to attorneys. This position requires someone who is great at multitasking and has interpersonal and technical skills. We're looking for someone to provide extensive customer service that often includes working with members of the public, police officers, and court personnel. Written and verbal communication skills are essential. The Legal Secretary I creates and maintains case files by obtaining police and other agencies' reports, Arizona Criminal Justice Information System (ACJIS) and Motor Vehicle (MVD) history reports, forensic lab reports, and other information related to each case. This role involves entering information into databases, tracking data, creating, updating, and maintaining basic spreadsheets and databases from established content. The position also requires redacting all victim information in compliance with victim rights laws, importing incoming documents into the Prosecutor's case management system, and handling confidential and sensitive information and records. In addition, the Legal Secretary I organizes and prepares dockets, locates files for court, follows up on phone messages, greets walk-in customers, sorts and distributes incoming mail, runs criminal histories, reviews files for closure or purge readiness, and provides immediate support to prosecutors' inquiries. The role also includes training new Legal Secretary I's on the requirements of the position as needed. This position is an At-Will position and is FLSA Non-Exempt - eligible for overtime compensation.

Responsibilities

• Creates and maintains case files by obtaining police and other agencies' reports, Arizona Criminal Justice Information System (ACJIS) and Motor Vehicle (MVD) history reports, forensic lab reports and other information related to each case.
• Enters information into databases and tracks data; creates, updates, and maintains basic spreadsheets and databases from established content.
• Redacts all victim information in compliance with victim rights laws.
• Imports incoming documents into the Prosecutor's case management system.
• Handles confidential and sensitive information and records.
• Organizes and prepares docket including locating files for court.
• Follows up on phone messages received via an automated line and greets walk-in customers; provides direction and information; and refers customers to other departments or staff, as needed.
• Sorts, categorizes, stamps, and distributes all incoming mail and documentation for processing.
• Runs Criminal Histories and checks for Prior Convictions.
• Reviews files for closure or purge readiness as determined by retention policies.
• Provides immediate support to prosecutors' inquiries.
• Communicates as a liaison between civilian witnesses, law enforcement and outside agencies witnesses as requested by the assigned prosecutor.
• Provides immediate support to prosecutors' inquiries.
• Provides coverage on various team assignments as needed.
• Maintains, monitors, and disseminates all state mandated Victims' Rights Notifications and follows up on status and locates accurate address for returned mail; inputs new cases; notifies victim(s) to provide updates and general information on their cases including both pre- and post-conviction notifications.
• Trains new Legal Secretary I's on the requirements of the position as needed.
• Other duties as assigned.

Requirements

• High School Diploma or equivalent (G.E.D.)
• Experience working in a legal environment and/or any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.
• Valid AZ Driver's License.
• DPS Level B Terminal Operator Certification within six (6) months.

Nice-to-haves

• Knowledge of general office practices and procedures.
• Knowledge of legal terminology; court record keeping procedures and organization and maintenance of manual and electronic filing systems for easy retrieval of information.
• Ability to assess customer needs and apply customer service principles in a courteous and effective manner.
• Skills in electronic case management system.
• Ability to communicate effectively, verbally and in writing.
• Ability to establish professional working relationships with internal and external customers.
• Skills in multi-tasking, critical thinking, organization, attention to detail, technology, interpersonal skills, decision making, ethics and moral values.