Legal Office Associate I - Circuit Court Receptionist

Non-exempt (compensatory and/or overtime eligible); full-time; 40 hours per week; Monday - Friday; 8:00 a.m. - 5:00 p.m.; full-benefits

This position performs entry-level legal administrative, receptionist, clerical, and customer service duties in support of the Circuit Court Division of the State's Attorney's Office. The position serves as a primary point of contact for visitors, attorneys, law enforcement personnel, court staff, and the public; receives and routes telephone calls and visitors; processes criminal and traffic case information; prepares documents and materials for court proceedings; manages mail and records; maintains calendars and databases; and provides general administrative support to attorneys and case management staff. Supervision is received from the Chief Legal Office Associate and State's Attorney. 

NOTE: The upper pay range reflects possible wage rates for internal County transfers and promotions, which are calculated per County policy.  For external hires, offers are made at the base wage rate.

The State’s Attorney’s Office strives to ensure equal opportunities and access for its workforce, applicants, and community members.  If you are a person who wants to make a difference, give back to your community, and be a voice for residents, apply to the State’s Attorney’s Office today.

TOTAL COMPENSATION PACKAGE:
Frederick County offers an extensive compensation package to reflect how highly we value our employees. The following is what you can expect in your first year as a full-time benefited Frederick County Government employee.  

• 11 days of Vacation leave with increase after 2 years of employment
• 15 days of Sick leave with unlimited annual carryover
• 11 paid holidays, plus 2 additional floating holidays (10 and 11 month employees may not receive all holidays)
• Day 1 coverage of comprehensive Medical Insurance Plan options to include generous County Health Savings Account (HSA) contribution (if enrolled in the high-deductible plan). This is part of a full range of benefits including Dental, Vision, and Flexible Spending
• Employee Health Center with no or low-cost primary and urgent care
• 100% County paid 2x annual salary Group Term Life Insurance and Accidental Death & Dismemberment (AD&D) benefit
• County and Employee funded Defined Benefit Pension Plan 
  • Vesting after 5 years of service
  • Additional service credit for eligible previous public service, military service, etc.
• Work/Life balance programs include: Employee Assistance Program and Employee Wellness Program
• Generous Tuition Reimbursement Program
• Other employee-paid benefits such as Deferred Compensation Plan, Legal Resources, Supplemental Life Insurance, Critical Illness, Accident, and Hospital Indemnity Insurance, Lifetime Benefit with Long Term Care plan

NOTE: Benefited employees will accrue service and leave based on the FTE and/or hours worked per calendar year. 

For more information, visit our benefits page on the Frederick County Government job opportunities webpage.

• Greet visitors, respond to inquiries, and provide customer service to attorneys, law enforcement personnel, court staff, and the public
• Answer, screen, route, and document incoming telephone calls and messages using a multi-line telephone system
• Receive, review, process, distribute, and track criminal and traffic charging documents, court records, and related case materials
• Prepare, organize, and distribute bond hearing materials, court documents, case files, and supporting documentation for attorneys and court proceedings
• Receive, sort, distribute, scan, file, retrieve, and maintain paper and electronic records, correspondence, mail, and legal documents
• Maintain calendars, schedules, leave requests, continuances, case tracking systems, spreadsheets, databases, and related administrative records
• Enter, update, verify, and retrieve information from judicial databases, case management systems, spreadsheets, and other electronic records systems
• Research case information and determine appropriate routing, filing, distribution, or processing of legal documents and correspondence
• Maintain confidentiality and exercise discretion when handling sensitive legal, criminal justice, personnel, and case-related information
• Assist attorneys, investigators, case managers, and other staff with administrative, clerical, and document management functions
• Perform other related duties as required

To perform this job successfully, an employee must be able to perform all essential functions satisfactorily. Any employee's position may not be assigned all functions or equipment listed above, and the examples may not cover all functions or equipment that may be assigned. Reasonable accommodations may be provided to enable individuals with disabilities to perform their essential functions.The qualifications/requirements, knowledge/skills/abilities and physical requirements or working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  

• High school graduation or the equivalent
• Minimum of 1 year of work experience in office administration, customer service, or clerical support

Substitutions for the above-listed required education and experience is any level college degree could substitute for the required work experience described above or completion of the State Attorney internship program with a High School Diploma could substitute for the required work experience described above. 

KNOWLEDGE, SKILLS AND ABILITIES:
A successful incumbent operating in this role displays the following:

• Basic knowledge of office operations, processes, and procedures
• Basic knowledge of legal terminology and court processes
• Basic knowledge of State’s attorney staff in order to appropriate direct inquires
• Knowledge of judicial case management systems and database navigation 
• Knowledge of confidentiality standards applicable to legal, criminal justice, and personnel information
• Skilled in written and oral communication
• Skilled in customer service
• Skilled in standard office software and applications
• Ability to organize and distribute information in a variety of ways
• Ability to use office equipment and technology
• Ability to apply legal terminology and court processes to routing, processing, and preparing case materials

PREFERENCE MAY BE GIVEN FOR:

• A college degree in Business Administration, Criminal Justice, Legal, or a related field 
• Work experience in a law office or legal system environment
• Work experience in a criminal prosecution or criminal defense environment

PHYSICAL DEMANDS/WORKING CONDITIONS:

• While working in this position, the employee is required to frequently sit, walk and perform repetitive motions; and occasionally lift up to 20 pounds
• While working in this position, the employee is required to constantly work indoors

• Available for varied working hours when needed to accommodate meetings or other commitments

KIND OF EXAMINATION (may include):

• An evaluation of training and experience
• Related office skills testing
• One or more interviews
• Pre-employment background investigation conducted by the State Attorney's Office
• Pre-employment drug test to include marijuana