Champaign County
Job Description

Job Title: Senior Administrative Legal Secretary
Department State's Attorney
Reports To: State's Attorney
FLSA Status: Non-Exempt
Grade Range: G
Prepared Date: August, 2009
SUMMARY Performs specialized and confidential administrative and secretarial duties for State's Attorney, First Assistant State's Attorney, Senior State's Attorney Investigator and Senior Administrative Assistant. Serves as Application Administrator for JANO system for the State's Attorney's Office.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Assists and acts in a confidential capacity to the State's Attorney, First Assistant State's Attorney and legal staff, including matters regarding the formulation, determination and effectuation of the State's Attorney's management policies regarding labor relations.

Handles all e-mails to the general State's Attorney e-mail address on the department web site. Handles phone calls from the public and media and fields calls on high profile cases.

Performs clerical duties such as answering phones, scheduling appointments, providing information to callers, taking dictation, composing and typing routine correspondence, and reading and routing incoming mail.

Performs confidential secretarial duties: types and transcribes; prepares case management reports; prepares and sends communication and court/legal documents and faxes; schedules hearings and meetings including all relevant notifications.

Files correspondence and legal documents in office filing system and accesses data and case updates by utilizing State and County computer terminals. Ensures proper indexing and filing of original legal documents.

Serves as the Application Administrator for JANO system for the State's Attorney's Office.

Trains, supervises and reviews entries of secretarial employees on current and new procedures for office files in various divisions of the office and/or for specific projects.

Serves in advisory capacity to the State's Attorney in the development of new policies and procedures for office files in various divisions of the office.

Responsible for maintaining LEADS certification and running criminal history checks.

Serves as backup to Senior Administrative Assistant in preparation of the department's bi-weekly payroll and benefit changes.

Serves as primary backup for office clerical staff.

May attend meetings as representative of the department or a specialized department function.

Other duties as assigned.

SUPERVISORY RESPONSIBILTIES Provides training and work direction to secretarial staff.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each primary duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE Graduation from a 2-year program with some word processing and personal computer training supplemented with five years of responsible secretarial experience; or an acceptable equivalent combination of training and experience. Requires good knowledge of the operations of the criminal justice system and court procedures. Should type error-free approximately 70 wpm.

LANGUAGE SKILLS Ability to read and interpret documents such as governmental regulations, legal documents, operating instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively with the public and employees of the organization. Requires good knowledge of the English language and spelling.

MATHEMATICAL SKILLS Ability to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages.

REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.


PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; and talk; or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision and distance vision.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Normal office conditions. The noise level in the work environment is usually moderate.