Legal Secretary (prosecuter's Office)

Definition

Under general supervision of the Legal Office Manager, performs a variety of legal secretarial support tasks to relieve the Chief Prosecutor of office administrative details. This position is treated as FLSA Non-Exempt.

Essential Functions: (Essential functions may vary among positions, but may include the following tasks, knowledge, abilities, skills, and other characteristics. This list of tasks ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions in this classification).

Examples of Tasks

Tasks:

Files previously prepared documents into permanent defendant files for both juveniles and adults, and into civil files. Ensures that documents are filed first with the Salt River Court before being placed in a defendant's files.

Prepares and files criminal or civil subpoenas, praecipes, and legal motions for daily court filing processes and ensures timely flow of post initial or arraignment files for assignment and review to the Assistant Chief Prosecutor.

Updates criminal or civil case file information and criminal or civil case status information in Case Management Software (Justware). Updates name profiles with information received for criminal convictions or parole conditions. Maintain proficiency on the use of Justware Case Management Software.

Provides efficient and effective customer service to SRPMIC Court, Police, Witnesses, Victims and other SRPMIC Agencies. Answers and screens phone calls and inquiries made in person at the front window; provides information, or refers calls or inquiries to the appropriate person for action.

Discloses criminal or civil discovery materials to Defense Advocates Office and Legal Services Office.

Supervises and trains subordinate clerical personnel on various procedures and practices that are commonly adhered to within the Prosecutors Office.

Provides Notary Public duties as needed by the office of the Prosecutor.

Performs other job related tasks as assigned by the Legal Office Manager to enhance and facilitate the operations of the department.

Knowledge, Skills, Abilities and Other Characteristics :

• Knowledge of the history, culture, laws, rules, customs and traditions of the Salt River Pima-Maricopa Indian Community.
• Knowledge of the purpose, current issues, projects, organization, policies, and employee responsibilities of the unit to which assigned.
• Knowledge of SRPMIC laws, ordinances and policies and Federal-Indian law.
• Knowledge of standard legal references and their contents.
• Knowledge of the formats used for a variety of correspondence and reports.
• Knowledge of processes and procedures for preparation and maintenance of Criminal and Traffic cases for both juveniles and adults.
• Knowledge of processes and procedures for preparation and maintenance of civil dependency cases, mental health cases, and Truancy cases.
• Knowledge of processes and procedures for filing legal documents in Salt River Tribal Court and Maricopa County Superior Court.
• Knowledge of practices used in preparing files for daily Initials & Arraignment hearings and subsequent process of files, post Arraignment and Initials.
• Knowledge of PeopleSoft HR and Financial Modules.
• Knowledge of general office practices and procedures, including those associated with confidential/sensitive information.
• Knowledge of the principles of supervision.

• Skill in listening well, and communicating effectively with Community members and employees having varying educational backgrounds and values.
• Skill in identifying and maintaining the confidentiality of sensitive and important information while using diplomacy and tact.
• Skill in establishing and maintaining effective working relationships with other staff members and the public.
• Skill in operating a variety of standard office equipment which may include a photocopier, fax machine, typewriter, multi-line telephone, and a personal computer.
• Skill in processing specialized documents such as motions, subpoenas, petitions, dispositions, pleadings, and praecipes.
• Skill in typing/keyboarding 40 wpm net.

• Ability to understand and follow oral and written instructions which may entail procedural or technical detail.
• Ability to resolve work procedure problems and questions presented by subordinate level employees
• Ability to adapt to changing work situations and assignments.
• Ability to prioritize and meet changing deadlines.
• Ability to use initiative and independent judgment, while at the same time recognizing when it is appropriate to refer matters to the supervisor's attention.
• Ability to independently prepare routine legal documents, correspondence and memoranda.

Minimum Qualifications

Education & Experience: High school graduation or GED and experience equivalent to four years of full-time work performing a variety of secretarial/administrative support tasks, two years of which were as a legal secretary; OR completion of a post high school legal secretary/paralegal training program may substitute for one year of the legal secretary experience. Must be able to demonstrate typing/keyboarding skill at 40 net words per minute. Some positions require demonstrated proficiency in the use of dictation equipment.

• For enrolled Community members without a GED, must obtain a GED. Requires participation in the HR GED Program and successful completion of the Arizona state certified exam in order to continue employment with SRPMIC.

Equivalency - Any equivalent combination of experience and education that will allow the applicant to satisfactorily perform the duties of the job may be considered when filling the position.

Underfill Eligibility: An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill.

Special Requirements

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check. Employees are subject to random drug and alcohol testing.

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified : Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.

In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).

Documents may be submitted by one of the following methods:

1) attach to application

2) fax (480) 362-5860

3) mail or hand deliver to Human Resources.

Documentation must be received by position closing date.

The IHS/BIA Form-4432 is not accepted .

Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.