Legal Secretary (FOIA Section)

Full Job Description

CITY OF DETROIT – LAW DEPARTMENT LEGAL SECERTARY

FOIA

Be A Part of the City You Love!

Join us at the City of Detroit to discover the excitement and rewards of working for a vibrant city and enjoy the satisfaction of doing work that helps make Detroit a great place to live, work and play.

The excitement of being in downtown Detroit adds an extra element to the atmosphere for going to work.

The City of Detroit offers staff many opportunities to help drive positive social impacts in our communities all while servicing the citizens. The rebuilding & rebirth of Detroit is happening now!

Requirements

Under general supervision, enhances attorney effectiveness by providing information- management support.

1. Receives clients and office visitors.
2. Screens calls, takes messages and informs attorneys of urgent messages.
3. Provides information regarding the status of cases and obtains information necessary to process cases.
4. Operates personal computers to produce legal documents such as pleadings, beliefs, opinions, complaints, orders, contracts, and subpoenas based upon verbal or written instruction.
5. Composes routine letters and memoranda and prepares reports based upon verbal or written instruction.
6. Proofread and corrects prepared materials for proper grammar, spelling, punctuation, format, and content.
7. Review legal documents to ensure they are in the proper format and contain all necessary exhibits/attachments.
8. Update information using computerized databases.
9. Distributes, files, and serves documents in accordance with the court, administrative, City, Departmental and other governmental agencies procedures.
10. Communicates with other parties as directed; following up on delegated assignments; knowing when to act and when to refer matters to attorneys.
11. Sorts and prioritizes attorneys mail, including correspondence, motions, legal and/or court documents, and brings important or urgent matters to the attorneys’ attention.
12. Maintains, organizes and updates attorneys’ calendar and file management.
13. Schedules court appearances, assembles documents and exhibits, keeps a check on pending cases to avoid default in filing pleading, and maintains court dockets and diaries.
14. Assist attorneys in organizing and responding to multiple priorities.
15. Accepts service of a variety of legal documents, including, but not limited to motions, briefs, and notarizes documents.
16. Prepares vouchers for payment of authorized expenses.
17. Updates job knowledge by participating in educational opportunities; reading professional publications; and participating in professional organizations.
18. Open and maintain files in case management system.
19. Performs other duties as assigned.

Qualifications

• High School diploma or GED and completion of a Legal Secretarial Training Programor other related trainingprograms.
• Six months of clerical experience, preferable in a legaloffice.

-OR-

• One year of progressive clerical experience in a legal office environment.

LICENSE, CERTIFATION, AND OTHER SPECIALREQUIREMENTS:

• Candidates must be able to qualify to become a Notary Public.

EQUIVALENCY

• Equivalent combinations of education and experience that provide the required knowledge, skills, and abilities will be evaluated on an individual basis.

Additional Information

KNOWLEDGE OF

• Format of legal documents and correspondence.
  • Court and administrative systems rules and procedures.
  • Office organization, workflow, and procedures.

SKILL IN:

• Use of personal computers, and spreadsheet software.
• Preparing statistical reports.
• Information management.
• Interpreting instructions and guidelines to make decisions and take necessary action(s).

ABILITY TO:

• Compose routine legal documents, letters, reports, and summaries of complex material.
• Proofread and edit routine correspondence and legal documents for proper grammar, spelling, and punctuation usage.
• Determine work priorities.
• Organize documents and files and handle changing priorities.
• Communicate effectively; use diplomacy and discretion in giving out information.
• Follow instructions.
• Maintain composure during stressful situations occurring because of workloads and/or deadlines.
• Effectively manage time.

DISTINGUISHING CHARCTERISTICS:

• None

Candidates considered for placement in this classification may be subject to a Criminal Background Investigation based on the requirements of the position.

The above statements describe the general nature and level of work performed by employees assigned to the class. Incumbents may be required to perform job-related responsibilities and tasks other than those stated in this specification. Specific job duties may vary from position.

Evaluation Plan

• Interview: 70%
• Evaluation of Training, Experience & Personal Qualifications: 30%
• Total of Computerized Assessment, Interview and Evaluation T.E.P: 100%
• Domicile Credit: 15 Points
• Veteran Points: 0-15 Points