Job Specification
LEGAL SECRETARY
DEFINITION
Under direction, performs legal clerical work involved in
preparing and processing legal papers such as summonses,
complaints, motions, and subpoenas which require a specialized
knowledge of legal documents, terminology, processes, and
procedures; does related work as required.
NOTE: The examples of work for this title are for illustrative purposes
only. A particular position using this title may not perform all duties
listed in this job specification. Conversely, all duties performed on
the job may not be listed.
NOTE: Appointments may be made to positions requiring bilingual skills.
09018- Bilingual in Spanish and English.
SPECIAL SKILL
Applicants must be able to read, write, speak, understand, or communicate
in Spanish and English sufficiently to perform the duties of this position.
EXAMPLES OF WORK:
Initiates and composes standardized legal forms needed for
specific legal action such as briefs, motions, orders, and
extradition papers for signature by appropriate person.
Reviews legal documents for correct form and timeliness,
annotating case files and status records to reflect receipt of
such documents and due date for response or other actions
required.
Maintains docket calendars and tickler systems, coordinating
court appearances of attorneys, staff, and others with the clerk
of the court.
Reminds attorneys and/or other staff members of court
appearances and deadlines for submitting actions or documents.
Notifies witnesses of court appearances and of changes
resulting from settlements or postponements.
Establishes, maintains, and closes out case files, annotating
indices and status records, compiling workload and status
reports, and locating and abstracting data from files and
records.
Proofreads legal documents for appropriate legal citations.
Enters in docket book all information regarding criminal and
other complaints such as initial plea dates, the plea entered,
hearing dates, and final disposition of complaint.
Prepares list of scheduled hearings for approval by superiors.
Prepares and mails subpoenas to victims, witnesses, and
police officers and others requesting their presence at a hearing
and/or needed information.
May transcribe statements provided by victims, witnesses,
and/or defendants.
Transcribes dictation of a complex legal nature either from
recording equipment or by other means.
Contacts attorneys and others to ascertain their
availability for court appearance due to the need to reschedule
cases because of their postponement or adjournment.
May take and transcribe stenographic notes of conferences
and hearings.
Types correspondence and various forms.
Maintains confidential case, follow up, and other essential
legal records and files to assure that all pleadings are filed
on a timely basis as prescribed by court rules, and that all
court orders are complied with and that all letters are answered.
Prepares forms for court liaison person setting forth all
pertinent information needed for presentation of the case
to the judge.
Composes drafts of letters to be sent to clients, attorneys,
or judges informing them of status of their cases, requesting
information, or requesting papers to be filed and returned.
May be required to learn to utilize various types of electronic
and/or manual recording and information systems used by the
agency, office, or related units.
REQUIREMENTS:
EXPERIENCE:
Two (2) years of experience in the preparation and processing
of legal documents such as subpoenas, writs, notice of motion,
warrants, court orders, consent agreements, foreclosures,
affidavits, and so forth.
NOTE: Successful completion of a clerical training program
with a minimum of 700 classroom training hours or 30 semester
credit hours in secretarial science from an accredited college or
university may be substituted for one (1) year of the experience
indicated above. Course work must include keyboarding skills,
methods, and procedures; other courses may include, but are not
limited to, office procedures, word processing, and business
English.
LICENSE:
Appointees will be required to possess a driver's license valid
in New Jersey only if the operation of a vehicle, rather than
employee mobility, is necessary to perform the essential
duties of the position.
KNOWLEDGE AND ABILITIES:
Knowledge of legal terminology, standard legal forms, procedures,
and processes.
Knowledge of the procedures for establishing and maintaining
legal and other records and files.
Knowledge of modern office methods, procedures, and equipment.
Ability to locate and check legal citations and references and to
proofread legal documents.
Ability to assemble data for and complete standard legal forms.
Ability to initiate form letters and other routine
correspondence.
Ability to maintain dockets.
Ability to transcribe dictation from recording equipment, or by
other means, with accuracy, speed, and neatness.
Ability to maintain confidential, follow up, and other legal
records and files.
Ability to learn to utilize various types of electronic and/or
manual recording and information systems used by the
agency, office, or related units.
Ability to read, write, speak, understand, or communicate in
English sufficiently to perform the duties of this position.
American Sign Language or Braille may also be considered
as acceptable forms of communication.
Persons with mental or physical disabilities are eligible as long
as they can perform the essential functions of the job after
reasonable accommodation is made to their known limitations.
If the accommodation cannot be made because it would cause
the employer undue hardship, such persons may not be eligible.
This job specification is applicable to the following title code(s) which
are different work week or work month and/or variants of the job class title: | | Job
Spec
Code | Variant | State,
Local or
Common | Class of
Service | Work
Week | State
Class
Code | Local
Class
Code | Salary
Range | Note | | 07675 | | L | C | | N/A | 05 | | - | | 09018 | Bilingual In Spanish And English | L | C | | N/A | 05 | | - |
This job specification is for local government use only.
Salary range is only applicable to state government.
Local salaries are established by individual local jurisdictions.
12/11/1995 |
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