Legal Secretary Diversion Unit
Jefferson County, CO
(Published at 27-01-2020)
Under general supervision, performs secretarial work in Diversion in support of activities in the Juvenile Court, District Court and Count Courts Units of the District Attorney’s Office. Employee is responsible for answering, screening and returning telephone calls; preparing a variety of documents and reports; preparing and updating various documents and files; filing documents with the Court; distributing mail; and performing routine tasks such as data entry, establishing and maintaining files. Employee is also responsible for performing a variety of routine clerical work, including filing and retrieving materials, preparing photocopies, etc., Reports to Diversion Director within the District Attorney’s Office.
- Salary-Commensurate with experience
- Enters case files in computerized database and in tangible form for individuals charged with juvenile offenses, adult felony offenses, adult Domestic Violence misdemeanor offenses; compiles a variety of legal and quasi-legal documents, including bench warrants, affidavits, and updates files as case or defendant status changes; contacts a variety of court and/or law enforcement officials to verify custody of defendants, obtain data, forms, reports, etc. , or to provide information; filing documents through electronic filing software.
- Types materials which requires use of a variety of complicated formats for preparing correspondence, affidavits, reports, schedules, records, and forms, including motions, orders, criminal histories, etc.; assumes responsibility for correctness of spelling, punctuation, grammar and format.
- Utilizes computerized data entry equipment and various word processing, spreadsheet and/or file maintenance programs (ie. Diversion Databases, CMS, ICON, Word, Excel, etc) to enter, store and/or retrieve information as requested or otherwise necessary; including arrest and summarizes data in preparation of standardized reports.
- Maintains court calendars and submits appropriate case files to Diversion Officers assigned to cases, filing dates, expiration dates, etc., and reminds diversion officers of appearances; schedules appointments, declining and accepting without prior approval.
- Restitution set up, tracking and interacting with the court bookkeeping department, victim witness department, diversion officers, and the victims.
- Prepares correspondence and typed materials from typed or handwritten copy, which require use of a variety of complicated formats for preparing correspondence, forms, reports, agendas, schedules and other materials; assumes responsibility for accurate spelling, punctuation, format and grammar.
- Updates a variety of files regarding hearing dates, court events, and dispositional data.
- Establishes and maintains a variety of complex, tangible files, filing, retrieving, tracking and purging information as requested or otherwise necessary; develops and maintains systems to file, track and retrieve case-related information and statistical data; organizes and maintains juvenile and adult criminal histories from state-wide and/or national systems.
- Assists visitors in person, receiving inquiries and providing information or referring caller to proper official, as appropriate; assists visitors if possible, or routes to appropriate personnel.
- Answers telephone and receives inquiries, providing information based on considerable knowledge of District Attorney’s Office programs and activities, or referring callers to appropriate personnel, as necessary; routes messages for Department personnel, as necessary. Screens telephone inquiries regarding cases; maintains contact with outside attorneys, court personnel and other persons relating to cases as necessary.
- Communication efforts between team secretaries must include professionalism, appropriate boundaries, support, and flexibility; must have knowledge of each secretarial position, makes valuable contributions to the Diversion Program, has an independent initiative and is capable of prioritizing and multi-tasking.
Associate’s degree in secretarial science or business management, and 2-4 years of legal secretarial experience, or any equivalent combination of training and experience which provides the required knowledge, skills and abilities. Must be computer-literate.
Offer contingent on criminal history background and application verification.