Legal Administrative Assistant

General Summary

Under the supervision of the Prosecuting Attorney or Chief Assistant, performs varied secretarial and support functions for the legal staff. Responsible for the processing of criminal files from initiation to closure. Activities include preparing and processing legal documents, preparing and issuing subpoenas, opening and maintaining case files, and providing general clerical support such as answering the telephone and opening and routing mail. Although each legal secretary is designated to a one of the three courts, each are qualified to share duties.

Essential Functions

1. Prepares and types various motions, orders, warrants, subpoenas, investigative subpoenas, forfeitures, and other legal forms/documents and prepares proofs of service as appropriate. Types correspondence for prosecuting attorneys, proofreads documents for spelling, punctuation, grammar, and format.

2. Enters data on court cases to computer and generates electronic warrants, juvenile petitions, resubmits, denials, lab reports, and other legal documents. Typing, redacting, emailing, scanning, and/or mailing faxing documentation to defense attorneys. Under the supervision of the Prosecuting Attorney or Chief Assistant Prosecuting Attorney, answers FOIA requests. Maintain witness information line.

3. Electronically process warrant requests and resubmissions for adult and juvenile cases, types warrant and/or petitions after authorization, secures attorney signatures, and prepares charging documents for delivery to Courts and police agencies.

4. Performs criminal history and driving records searches through the Law Enforcement Information Network, and maintains a LEIN log in satisfaction of criminal information system regulations.

5. Opens criminal, juvenile, and civil files, traffic tickets, and dangerous animal complaints. Enter case information to computer and electronic database and files all documentation. Processes all police reports and other information received from area police departments. Files documents with the court and continually updates files until cases are closed. Maintains statistics of legal activities such as incoming requests for petitions, misdemeanors, and felonies, their authorizations, and their dispositions.

6. Routine contact with courts and law enforcement. Answers status questions for police officers on cases. Responds to telephone callers and visitors. Answers inquiries of attorneys, parties, victims, witnesses, and others regarding departmental procedures, schedules, case information, dispositions, and other matters. Directs phone calls and visitors to child support division as needed.

7. Receives dates to appear from court, enters dates into computer system and electronic database. Updates information as the cases are returned from court and carries out follow-up directives of the prosecutors.

8. Assists in coordinating the calendar of staff, pulls and reviews files for scheduled cases, and distributes dockets to attorneys.

9. Obtains certified driving records, certificate of convictions, and orders of suspension from court and other agencies as appropriate. Generate letters to hospitals for analysis of blood draw as necessary. Generates misdemeanor and felony notices of intent to use laboratory technician reports and NPLEX reports.

10. Coordinates court appearances for incarcerated defendants with law enforcement and the courts by preparing writs or arranging video appearances. Coordinates witness transports as necessary.

11. Arranges for expert and other witnesses to testify and coordinates travel arrangements as necessary.

12. Prepares orders for forensic evaluation and sends with appropriate letter, documents and police report to the Michigan Center for Forensic Psychiatry.

13. Processes appeals, juvenile designations, motions, and other special proceedings. Generates schedule for briefs to be filed, opening and maintaining files, reviewing communications regarding appeals, keeping statistics and performing other support tasks related to appeals and juvenile designations.

14. Reviews bills, invoices, and United States Postal Service renewal/permits, ensures proper documentation and authorization, assigns invoices to appropriate budgetary line items, and processes invoices for payment. Processes vouchers. Contacts computer or other technicians for technical issues or scheduling of maintenance and updates as needed.

15. Performs a variety of secretarial support tasks such as typing forms, reviewing and distributing mail, updating and maintaining a law library, copying, faxing, emailing, scanning and filing. Processes DVDs, CDs, and other electronic evidence and discovery materials into files, stores original electronic evidence or discovery, and generates copies as needed.

16. Coordinates the collection of maintenance of statistical records of the office, including multidisciplinary team meetings, and prepares monthly and annual reports as needed.

17. Maintains files for Mentally Incapacitated persons in Probate Court.

18. Prepares and processes records for a variety of other matters.

19. Serves as data processing liaison for office to other outside agencies.

This list may not be inclusive of the total scope of the 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. Prefer advanced coursework in word processing and legal secretarial areas.

Experience: One year of prior typist/secretarial experience in a legal setting providing a knowledge of legal terminology and court procedures. Requires some knowledge or experience with computer systems.

The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained 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 selection or promotional criteria.

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 requirements. Reasonable accommodations will be made for otherwise qualified applicants’ unable to fulfill one or more of these requirements.

Ability to access filing systems.

Ability to enter and retrieve information from computer system.

Ability to generate various documents from computer system.

Ability to operate copying and scanning for extended periods.

Ability to sit at computer systems for extended periods.

Working Conditions

Works in office setting.

Exposure to individuals charged and/or convicted of a variety of criminal offenses.

Job Type: Full-time

Pay: $38,168.00 - $46,675.20 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Corunna, MI 48817 (Required)

Ability to Relocate:

• Corunna, MI 48817: Relocate before starting work (Preferred)

Work Location: In person

Salary : $38,168 - $46,675