Legal Secretary (Law Department)

Full Job Description

CITY OF DETROIT – LAW DEPARTMENT

LEGAL SECERTARY

Be A Part of the City You Love!

From the rich history that is full of first and great innovation, to the unique culture, to the extraordinary experiences – there are countless reasons to love Detroit.

The City of Detroit employs over 8,000 employees committed to serving the residents and businesses of Detroit.

Our employees make a real difference with the work they do every day and have a hand in shaping the future of the city.

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. Screen calls take messages and inform attorneys urgent messages.
3. Provides information regarding the status of cases.
4. Operates personal computers to produce legal documents such as pleadings, briefs, opinions, complaints, orders, contracts, and subpoenas based upon verbal or written instruction and guidelines.
5. Composes routine letters and memoranda and prepares reports based upon verbal or written instructions and guidelines.
6. Proofreads and corrects prepared materials for proper grammar, spelling, punctuation, format, syntax, and content.
7. Review legal documents to ensure they are in the proper format and contain all necessary exhibits/attachments.
8. Inputs retrieve, update information using computerized database.
9. Distributes, files, and serves documents in accordance with the court, administrative, City Departmental, and other governmental agencies procedures; and e-file documents in all courts.
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, tickler files, and file management.
13. Schedules court appearances, assembles documents and exhibits, keeps a check on pending cases to avoid default in filing pleadings, 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, beliefs, and notarizes documents.
16. Ensure all billable hours are accurately recorded.
17. Schedules and arranges depositions, IMESs and other requested meetings, conferences, and hearings.

Qualifications

MINIMUM QUALIFICATIONS:

• High School diploma or GED and completion of a Legal Secretarial Training Program or other related training programs.
• Six months of clerical experience, preferable in a legal office.

-OR-

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

LICENSE, CERTIFATION, AND OTHER SPECIAL REQUIRRMENTS:

• 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:

• Legal terminology and syntax, and of the content, organization, and format of legal documents and correspondence.
• Court and administrative systems rules and procedures.
• Office organization, workflow, and procedures.

SKILL IN:

• Use of personal computers, databases, and spreadsheets.
• Accurate transcription of recorded dictation at a moderate speed.
• Preparing statistical reports.
• Information management.
• Use of technology as a tool to provide support to attorneys.
• 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.
• Use business English with proficiency.
• 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.

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 to position.

The City of Detroit is an Equal Opportunity Employer.

No applicant for employment shall be discriminated against on the basis of race, color, national origin, sex, religion, age, disability, or other criteria prohibited by City, State, or Federal law.