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Job Description: Administrative Legal Secretarv
CLASS NO.
PAY GROUP:
JOB TITLE'
OBJECTIVE'
106
15
Administrative Legal Secretary
OCCUPATIONAL CATEGORY:
Office/Clerical/Legal
FLSA: Covered
To provide a full range of efficient secretarial services to the
county attorney
ORGANIZATIONAL RELATIONSHIPS:
1. Report to: County attorney
2. Supervise: Legal secretary and VOE student
3. Other: Work with all department employees, employees in other
county departments, organizations, and agencies outside county
government, and the general public
GENERAL STATEMENT OF DUTIES:
This is a very responsible position requiring considerable
discretionary and supervisory capabilities. Duties include
overseeing performance of clerical functions in the county
attorney's office; preparing and typing various documents,
pleadings, letters, and reports; directing and/or performing
production and maintenance of appropriate systems, files and
records; and performing some receptionist functions.
EXAMPLES OF WORK'
Receive incoming telephone calls and visitors
Supervise receipt and distribution of mail
Type a variety of documents including legal forms, briefs,
opinions, letters, memoranda, and reports
Maintain and supervise maintenance of supply inventory and
operational needs
Respond to routine inquiries about the county attorney or other
departments and may be assigned primary responsibility for
processing work relating to a specific function of the county
attorney
Develop more efficient procedures for inter- and intra-departmental
operation
Participate in process of evaluating and prosecuting cases
CLASS NO. 106 (Continued)
Supervise compilation of materials for and coordination of
appearances of attorneys, witnesses, and probation officers at
hearings and trials
Supervise docketing and docket miscellaneous hearings requiring
appearance of attorneys as well as attorney scheduling
Assist attorneys in courtroom during hearings and trials
Prepare and supervise preparation of:
pleadings, documents, and forms (including research for form
and content; use of correct grammar, styling, and cite forms)
for use in criminal, civil, and non-litigation matters
Create, maintain and supervise creation, maintenance of:
case files
procedural manuals
filing systems
intra-department records of hot-check, attorney-fee, and other
collections
Ensure that subordinates are properly trained
Perform such other duties as may be assigned
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of and ability to apply correct business English,
spelling, and arithmetic; knowledge of and ability to operate
modern office equipment including computer, electric typewriter,
and copy machine; ability to type accurately at speed of at least
65 words per minute; ability to establish and maintain effective
working relationships with co-workers, employees in other
departments, and outside agencies; ability to deal effectively with
the public; ability to communicate effectively orally and in
writing; ability to understand and follow oral and written
instructions and to request clarification when needed; and ability
to exercise independent judgment. May be required to be able to
operate a calculator and/or dictation/transcribing machine, and/or
to take dictation.
ACCEPTABLE EXPERIENCE AND TRAINING:
Associate's degree or a minimum of 60 hours' college credit at an
accredited institution, with emphasis in public administration,
2
CLASS NO. 106 (Continued)
- law, and/or management, or a related field, and two years'
experience in one of those fields;
OR
High-school graduation or its equivalent, plus at least five years'
legal-secretary or legal-assistant experience, preferably with a
governmental entity or law firm;
OR
Any equivalent combination of experience and training which
provides the required knowledge, skills, and abilities.
CERTIFICATES AND LICENSES REQUIRED:
None required. Legal-assistant certification and a notary-public
commission are desirable.
3
Job Description: Administrative Secretary/Court Coordinator
CLASS NO. 106 OCCUPATIONAL CATEGORY:
Office/Clerical
PAY GROUP: 15 FLSA: Exempt
JOB TITLE: Administrative Secretary/Court Coordinator
OBJECTIVE:
To provide a full range of efficient secretarial and court
coordinating services to the County Court at Law Judge.
ORGANIZATIONAL RELATIONSHIPS:
1. Reports to: County Court at Law Judge.
2. Other: Works with all department employees, employees in
other county departments, organizations, and agencies
outside county government, and the general public.
GENERAL STATEMENT OF DUTIES:
This is a very responsible position requiring considerable
independent judgment and may involve supervision. Duties include
typing various documents, letters, and reports; monitoring
criminal and civil cases from filing to disposition; maintaining
appropriate files and records; and performing some receptionist
functions.
EXAMPLES OF WORR•
Maintain and control the master criminal and civil docket for
County Court at Law;
Receives incoming telephone calls and visitors;
Opens and distributes mail;
Maintains records, including financial, on departmental activities
and specific projects of the county or department;
Creates and maintains filing system;
Responds to routine inquiries about the Court or other departments
and may be assigned primary responsibility for processing work
relating to a specific function of the court;
Gathers information for and prepares regular reports;
May prepare materials for and coordinate attendance of jurors;
May draft routine correspondence for the County Court at Law
Judge;
May perform light bookkeeping;
May serve as a representative of the County Court at Law Judge in
contacts with other employees, officials, and the general public,
and in scheduling appointments;
May perform copying functions using standard office copier or
mimeograph equipment;
May review supply inventories and operational needs and order
supplies as needed;
May take dictation;
Trial management, set trial dockets and supervise the mechanics of
all involved;
Attend and assist court in calling dockets to get announcements
and resetting cases;
Supervise notification to attorneys, defendants and any other
necessary party of case settings;
Initiate better and more efficient procedures on dockets and
caseflow to enable fair and speedy disposition in all cases;
Performs such other duties as may be assigned.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of and ability to apply correct business English,
spelling and arithmetic; knowledge of and ability to operate
modern office equipment including computer, electric typewriter
and copy machine; ability to type accurately at a speed of at
least 65 words per minute; ability to establish and maintain
effective working relationships with co-workers, employees in
other departments, and outside agencies; ability to deal
effectively orally and in writing; ability to understand and
follow oral and written instructions and to request clarification
when needed; and ability to exercise independent judgment. May
be required to be able to operate a calculator,
dictation/transcribing machine, or to take dictation.
ACCEPTABLE EXPERIENCE AND TRAINING:
A bachelor's degree in public administration, secretarial or
office administration, or a related field, and one year's
secretarial experience;
OR
High school graduation or its equivalent, with business courses,
plus at least three years' secretarial experience, preferably with
a government judiciary entity, to have taken, prior to
employment, the Court Coordinator course offered by TAC, or to
make arrangements to take the course during the first year of
employment, at employee's expense.
COMMISSIONERS' COURT AGENDA REQUEST
PLEASE FURNISH ONE ORIGINAL AND FIVE COPIES OF THIS REQUEST AND
DOCUMENTS TO BE REVIEWED BY THE COURT
MADE BY:
County Judge
OFFICE:
MEETING DATE: October 15, 1991
TIME PREFERRED:
SUBJECT: (PLEASE BE SPECIFIC) Consideration and acceptance of the
Job Descriptions for the two new positions created in the County Court at Law and
County Attorney's Office.
EXECUTIVE SESSION REQUESTED: YES NO x
PLEASE STATE REASON FOR EXECUTIVE SESSION
ESTIMATED LENGTH OF PRESENTATION:
PERSONNEL MATTER - NAME OF EMPLOYEE:
NAME OF PERSON ADDRESSING THE COURT: County Judge
Time for submitting this request for Court to assure that the matter is posted 1n accordance
with Article 6252-17 is as follows:
* Meetings held on second Monday: 12:00 P.M. previous Wednesday
* MeeYings held on Thursdays: 5:00 P.M. previous Thursday
THIS REQUEST RECEIVED BY: io/s/97
THIS REQUEST RECEIVED ON : ~ 11:00 am
All Agenda Requests will be screened by the County Judge's Office to determine 1f
adequate Information has been prepared for the Court's formal consideration and action
at time of Court meetings. Your cooperation will be appreciated and contribute towards
your request being addressed at the earnest opportunity. See Agenda Request
Guidelines.
ORDER NO. 20610
APPImVAL OF JOB DESCRIPTIONS
FOR NEW POSITIONS IN THE
CX3UNTY COURT AT IAW AND
IN THE COUNTY ATPORNEY'S
OFFICE
October 15, 1992
Vol S, Page 443