Legal Secretary II – Lapeer County

General Summary:

Under the supervision of the Prosecuting Attorney, provides a variety of administrative office support functions for the Prosecuting Attorney and the Chief Assistant Prosecuting Attorney, including handling criminal and civil files from initiation to closure; and handling the receipt, processing and assignment of all requests for action from police agencies.  Due to the nature of the cases assigned to and handled by the Prosecuting Attorney and the Chief Assistant, these cases will in large part be high-profile criminal matters and sensitive and confidential civil and administrative matters of the Board of Commissioners, the County, and its other departments and agencies.  The Legal Secretary shall further be responsible for maintaining the confidential personnel files of all attorneys, and assisting with attorney work-loads, and handling billing, accounting, and financial matters within the office and in conjunction with local law enforcement  agencies.

Essential Functions:

  1. Serves as the legal assistant to the Prosecuting Attorney and the Chief Assistant Prosecuting Attorney, including phone calls, correspondence, constituent services, scheduling, and pulling and preparing appropriate files and materials in advance of court dates and meetings; provides support for their respective roles on community and regional Boards and taskforces.
  2. Provides secretarial and paralegal functions on all criminal and civil cases handled by the Prosecuting Attorney and the Chief Assistant Prosecuting Attorney, including
    1. creating and maintaining files, whether physical or electronic, filing/scanning documents received from the court, attorneys, and witnesses, updating files, and closing files as appropriate upon completion of the case;
    2. recognizing, requesting, and obtaining missing or additionally required information and documents, including contacting police agencies, requesting certified documents, and monitoring lab results;
    3. receiving and responding to demands for discovery, providing appropriate discovery materials, demanding reciprocal discovery, and billing as appropriate for the same;
    4. obtaining approval on adjournments, and preparing stipulations and motions for adjournment as needed;
    5. preparing writs and coordinating with police agencies to have prisoners brought from prison or other jail facilities for court appearances;
    6. identifying, locating and organizing witnesses, including scheduling witnesses to meet with the Prosecuting Attorney or Chief Assistant, and working with expert witnesses including doctors, psychiatrists, and lab personnel; making necessary travel reservations for witnesses;
    7. researching, drafting, and preparing complaints, discovery tools, motions, responses, notices, bench warrants, search warrants, orders, witness and exhibit lists, jury instructions, subpoenas, correspondence, nolle prosequi, extradition papers, forensic evaluation paperwork, and other legal forms and documents, including proofs of service as appropriate;
    8. researching, drafting, and preparing appellate documents, including applications, briefs, motions, cover pages, exhibits, and proofs of service; copying, filing, and serving the same;
    9. typing or formatting and proofreading documents prepared by the Prosecuting Attorney or Chief Assistant for spelling, punctuation, grammar, format and citations.
  3. Receives, reviews, researches, and drafts appropriate responses to all Freedom of Information Act requests.
  4. Processes all incoming requests for action from law enforcement agencies, including data entry/scanning/downloading/receiving, checking to ensure completeness, obtaining missing components, compiling case data, and assigning cases to attorneys based on established guidelines; preparing charging documents on routine matters or at the specific direction of the Prosecuting Attorney or Chief Assistant.
  5. Monitors workloads of attorneys for the timely completion of all tasks; maintains time and attendance and personnel files of attorneys; oversees attorney time sheet calculations and requests for leave.
  6. Prepares reports concerning statistical data on a number of warrants requested and issued, number of civil cases, attorney work load, and trends in specific types of crime.
  7. Handles forfeiture matters, including preparing documents for filing, overseeing forfeiture accounts, and vouchering monies to office line items and to police agencies for their percentage of the forfeitures.
  8. Bills the State of Michigan for reimbursement of all prosecution of prison cases, including compiling all court hearings, calculating costs and accounting for the cases involved, and forwarding to the State for payment.
  9. Serves as the back-up for Clerk/Typist or Legal Secretary in responding to telephone call and visitors and answering inquiries of attorneys, parties, victims, witnesses, and other regarding departmental procedures, schedules, case information and other matters; serves as the back-up for Legal Secretary or Senior Legal Secretary in any assigned duty regarding criminal or civil cases, especially regarding cases of a sensitive or classified nature; serves as back-up to the Office Manager regarding time sheets, collection and distribution of paychecks, and budgetary matters in her absence; assists other staff with questions regarding the providing of secretarial support to the office.

This list is not inclusive of the total scope of job functions to be performed.  Duties and responsibilities may be added, deleted, or modified at any time.

Employment Qualifications:

Education:  High school graduation or equivalent.  Paralegal coursework or certification, advanced coursework, or an Associate’s Degree in business administration, management, paralegal studies, criminal justice, or a related area is desirable.

Experience:  One years of paralegal experience or secretarial experience in a legal setting, providing knowledge of legal terminology and court proceedings.  Must have experience with a record management system similar to that used in the office.

The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description.  The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related promotional criteria.

Collective Bargaining Unit:  Teamsters

Hourly rate:  Entry $18.29;  6 months $19.68; Step I $21.05; Step II $22.69; Step III $24.34; Step IV $26.10

FLSA Status:

Worker’s Compensation Code:

Occupational Employment Statistical Code:

Physical Requirements:

This job requires the ability to perform the essential functions contained in this description.  These include, but are not limited to the following.  Reasonable accommodations will be made when requested by an otherwise qualified applicant who is unable to fulfill one or more of these requirements.

Ability to access filing system.

Ability to utilize computer systems.

Some bending, stooping, kneeling, and carrying when filing and retrieving documents and processing case files and information.

Working Conditions:

Works in office conditions.

May be exposed to individuals charged or convicted with a variety of criminal and sex offenses and occasionally to drugs or drug paraphernalia.