RAINS COUNTY ATTORNEY’S OFFICE
LEGAL SECRETARY
The qualifications listed below 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 views as expressing absolute employment or promotional standards,
but as general guidelines that should be considered along with other job-related selection or
promotional criteria. An employee in this position may be called upon to do any or all of the
below tasks. (These examples do not include all of the tasks which the employees may be expected
to perform.)
General Summary
Under the supervision of the Prosecuting Attorney and the Chief Legal Assistant, provides legal
secretarial support such as typing correspondence, reports, and other legal documents, and
maintaining files and records and assist in trial preparation. Maintains the calendar and schedules
appointments for the Prosecuting Attorney and Chief Legal Assistant. Receives and responds to
incoming calls, and refers to proper departments or agencies as necessary. Serves as liaison
between the Prosecuting Attorney and citizens, attorneys, police agencies, elected officials, local
and federal government agencies, judges.
Essential Functions:
1.
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 appropriate court
before being placed in a defendant’s files.
2.
Prepares and files criminal or civil subpoenas and legal motions for daily court filing
processes and ensures timely flow of a case through the court process.
3.
Updates criminal or civil case file information and criminal or civil case status
information in database software.
4.
Maintains Prosecutor’s calendar for appointments, meetings, and conferences. Receives
inquiries requesting the Prosecutor or Chief Legal Assistant to give a presentation before a civic
organization or school group, and arranges same.
5.
Answers and screens phone calls as well as inquiries made in person at the front window.
Provides information, or refers calls or inquiries to various agencies or the appropriate person for
action requiring familiarity with the criminal justice system.
6.
Serves as liaison between the Prosecuting Attorney and citizens, attorneys, police
agencies, elected officials, local and federal governmental agencies, and judges.
7.
Types various correspondence, reports, and legal documents. Handles matters of a highly
sensitive nature. Drafts correspondence and forms requiring standard responses.
8.
Receives, opens and date-stamps incoming mail, distributes to proper personnel.
9.
Follows-up on matters assigned to prosecuting attorneys and other staff.
10.
Prepares bond forfeitures, mental commitment papers, and CPS documents.
11.
Assist victims with completion of Crime Victims Compensation Claim Forms and Victim
Impact Statements, provide information and explain court proceedings over the phone and
in person to victim/family or witnesses, and make appropriate referrals, schedule and
participate in prosecutor and victim/family witness interviews.
12.
Coordinate and prepare witnesses for court appearances.
13.
Performs various secretarial support functions, including typing, maintaining files,
copying, and other related duties as assigned.
Education and Experience:
Minimum:
High school graduation and experience equivalent to four years of full-time work performing a
variety of secretarial/administrative support tasks; must be demonstrate typing skill at a minimum
of 40 net words per minute. Ability to access department files and enter and retrieve information
from computer. Required knowledge or familiarity of the following software programs: a.)
Adobe Professional, b.) WordPerfect and/or Microsoft Word, c.) Lotus and/or
Microsoft Excel.
Preferred:
Legal secretary and or completion of a post high school legal secretary/paralegal training program.
Secretarial or related administrative experience in a prosecutor’s office, law office, court, or
related setting. Extensive experience with Microsoft Word, including working with “merge
files”. Strong verbal and written communication skills. Detail oriented, self-motivated and
possess the ability to prioritize and handle multiple tasks with efficiency.
Other Requirements:
Be able to pass a criminal background check, drug screen, psychiatric test and/or aptitude test.
Send resume with references to amy.wallace@co.rains.tx.us.