Legal Secretary (Commonwealth Attorney)

Salary

$44k – $55k/yr

Location

Charlottesville, VA, VA, US

Department

Legal

Experience

3+ years

Education

Associate

Source

GovernmentJobs

Description

This Legal Secretary assigned to the Charlottesville Commonwealth's Attorney's Office performs a variety of administrative and technical work in support of the Commonwealth's Attorney's Office. This position involves handling sensitive case-related information, assisting with the discovery process, and providing general administrative support while maintaining a high level of attention to detail, effective time management, and coordination with external agencies to ensure compliance with legal procedures. Works under general supervision and reports to the Commonwealth’s Attorney.

The preferred hiring range for this position is between $21.07 - $26.44 an hour ($43,825.60 - $54,995.20 annually). Starting offer is based on applicable education, experience, and internal equity. This full-time, non-exempt position offers a comprehensive benefits package, including 13 paid holidays plus one floating holiday, vacation and sick leave, health insurance with employer contribution, employer-paid life insurance, gym membership reimbursement, tuition assistance, and professional development opportunities. This position is also eligible for the following retirement benefits:

• Choice of retirement plan: 
  • Defined Benefit Pension Plan: Provides a monthly benefit upon retirement, calculated using a defined formula based on earnings history, years of service, and age. The plan includes a 5-year vesting period and requires an employee contribution of 5% of salary.
  • Defined Contribution 401a Plan: Employer makes fixed contributions to an individual account, which are invested, and returns are credited to the account. The account balance is used to provide retirement benefits. Vesting occurs at 33% after one year, 67% after two years, and 100% after three years of service. No salary contribution is required.
• Voluntary 457 Deferred Compensation Plan
• Eligibility to purchase prior service credit under the Defined Benefit Plan

The City of Charlottesville manages its own retirement system and does not participate in VRS; however, a Portability Agreement is available for eligible employees. For additional details, please refer to the “Benefits” tab within this posting or visit the City’s Employee Benefits webpage.To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

• Serves as the primary point of contact for visitors, staff, and external stakeholders in person, by telephone and written correspondence, providing guidance on departmental policies and directing inquiries appropriately.
• Conducts initial interviews with visitors to gather necessary information and provide assistance.
• Collects and compiles critical information from external sources such as police reports, body-worn cameras, CCTV footage, medical evaluations, ECC data, and other discovery materials.
• Assists the discovery process by coordinating requests with external agencies, tracking required materials, and ensuring the timely delivery of discovery items to defense counsel.
• Utilizes multiple software programs simultaneously to compile, organize, and manage case-related data.
• Prepares, proofreads, formats, and reviews legal and administrative documents to ensure accuracy, completeness, and adherence to confidentiality requirements.
• Types and transcribes legal and administrative documents accurately and efficiently to ensure timely preparation and delivery of materials.
• Handles sensitive information with professionalism and in compliance with legal and organizational policies.
• Provides comprehensive administrative support, including preparing correspondence, maintaining office filing systems, and processing mail.
• Manages office calendars, schedules appointments, tracks deadlines for legal and administrative submissions, and ensures timely follow-up on outstanding items.
• Answers routine correspondence for supervisor.
• Orders, processes, and documents a variety of accounting documents such as purchase orders, invoices, work orders, and maintaining inventories and office supplies.
• May assist in the development and implementation of office policies and procedures.
• Prepares data for special and periodic reports as required.
• Responsible for appropriate use and maintenance of City equipment, tools, and other resources, including work time.
• Regular and reliable attendance.

Other Duties

• Performs additional duties to support operational requirements as apparent or assigned.

Education and Experience: Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education.

• High School diploma or GED AND at least 6 months of administrative work including experience with legal documents, discovery processes, or similar legal office operations.

OR

• At least 3 years of administrative work including experience with legal documents, discovery processes, or similar legal office operations.

Preferred:

• Associate's degree in Paralegal Studies, Criminal Justice, or related field.
• Experience in a legal office or court-related setting.

Certifications/Licenses/Other Requirements:

• Required to successfully pass a pre-employment background check and pre-employment drug screen.

Knowledge, Skills, Abilities and Other Characteristics: 
Job Knowledge

• Knowledge of office administration, secretarial techniques, record-keeping practices, and modern office equipment/software (e.g., Microsoft Office Suite, legal management software).
• Knowledge of court processes, legal terminology, and procedures, including discovery, subpoenas, and motions.
• Familiarity with state and federal regulations related to legal documentation and data confidentiality.

Reading

• Intermediate: Ability to read and understand legal documents and other written materials such as books, newspapers, magazines, journals, multi-step instruction manuals, and reference materials.

Writing

• Intermediate: Ability to organize data and write clear and concise reports, business letters, explanations, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.

Math

• Basic: ability to perform the four basic arithmetic operations of addition, subtraction, multiplication, division.

Communication Skills

• Intermediate: Provide and receive complex information. May include interactions that involve stressful, negative situations requiring significant tact and the ability to diffuse aggressive behavior and reach consensus. Elements of persuasion may be necessary to gain cooperation and understanding. Establishes and maintains effective working relationships with City staff, leaders, and the public.

Independence and Decision-Making

• Requires General Direction: Normally performs the job by following general instructions or established standard operating procedures and/or policies. There is some discretion when making decisions among a few easily identifiable choices of the appropriate procedure or policy to apply to duties. Performance is reviewed frequently.

Technical Skills

• Skilled: Comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the assigned and apparent job responsibilities. Intermediate skill in Microsoft Office applications and departmental software.

Fiscal Responsibilities

• Prepares and processes purchasing documents and payments.

Supervisory Responsibilities

• No supervisory responsibilities. May occasionally direct helpers, assistants, seasonal employees, interns, or temps.

Other Characteristics

• Excellent organizational, time management and customer service skills.
• Balance multiple tasks simultaneously.
• Works closely with others as part of a team.
• May require dealing with angry, frustrated and/or upset individuals.
• May have constant interruptions and requests for service.
• Performs tedious or exacting work. 
• Must work effectively with sensitive and confidential issues and information.

Physical Demands:

• Sedentary Work:  Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Must occasionally move about inside the office to access file cabinets, office machinery, etc. and position self to maintain files in file cabinet.
• Must be able to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• Ability to observe details at close range (within a few feet of the observer).

Machines, Tools, Equipment, Software and Hardware:

• Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.  

Work Environment:

• Work is performed in an office environment where there may be exposure to computer screen for extended periods of time, monitor glare and dust.
• The noise level is typically moderate.

Skills