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City of Chandler Salary Plan - 2013-14
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OT Status Legend:
Non-Exempt = Hourly Position
Exempt = Salaried Position
Excellence is the responsibility of everyone at the City of Chandler. We lead by our core values in constant pursuit of excellence:

*Commitment – Dedicate oneself to consistent and excellent public service
*Innovation – Implement unique, creative and cost-effective solutions
*Communication – Communicate in a positive, honest and productive manner
*Integrity - Adherence to high ethical standards
*Diversity – Promote inclusiveness and impartiality throughout the organization
*Personal Responsibility – Take initiative to achieve excellence and accept accountability
*Respect – Demonstrate a high regard for others
*Teamwork – Promote cooperative efforts, open communication and trust

All City employees are expected to conduct themselves in a way consistent with the above values.

 
Job Description
LEAD LEGAL SECRETARY    

Pay Grade: 20                    FLSA Status: Non-Exempt    
Job Group: Confidential (C)            Class Code: L042    
Effective Date: 12/09                
            
Classification Summary:
The primary function of an employee in this class is to perform lead duties and provide advanced administrative and legal support for the City Prosecutor's office. An employee in this class makes work assignments, reviews completed assignments, trains employees on new and existing processes and procedures. This position is distinguished from the Senior Legal Secretary by the assignment of more complex duties requiring a broader knowledge base and a higher level of problem solving and decision-making skills as well exercising lead supervision over the legal support staff.

Essential Functions:
Essential Functions are not intended to be an exhaustive list of all responsibilities, duties and skills. They are intended to be accurate summaries of what the job classification involves and what is required to perform it. Employees are responsible for all other duties as assigned.
Leads and monitors legal support staff in assigning work duties and special projects for the City Prosecutor's Office. Reviews work for completeness, accuracy and compliance with legal standards and departmental policies;
Responds to requests and questions from staff relating to work assignments; provides on-one-on training and coaching;
Maintains time and attendance records on assigned employees;
Assists and gives input on hiring decisions, employee evaluations, goal setting and recommends additional training and/or discipline regarding assigned staff;
Oversees the preparation of subpoenas for witnesses and officers for attorney's review and signature and filing with the court; coordinates personal service of subpoenas and follow-up on servings;
Assists staff with preparing and providing discovery pursuant to Chief Prosecutor's check list to be reviewed by attorneys; submits to defense attorneys to include gathering of pertinent police reports, prior convictions, listing of witnesses, and listing of evidence to be used at trial;
Runs motor vehicle driving records, requests criminal history checks, orders certified copies of relevant documents, obtains police reports from imaging system; organizes files to ensure they contain all needed information for prosecution of cases;
Prepares various form motions and correspondence for attorney's review and signature;
Assists staff in preparing pleadings and State's memoranda from prosecutors' drafts, filing documents with court following the Rules of Procedure required by each court;
Provides information and assistance to the public, screens telephone calls and requests for information to appropriate staff member, department or agency;
Assists staff in preparing files for pretrial conferences, trials, and sentencing from daily docket, locates files, requests supplemental reports, and other required documentation;
Logs long-form complaints, requesting criminal history of suspects from Police Department;
Prepares standard pleading forms for attorneys' signature;
Keeps a docket of court trials, hearings, and interviews for the Prosecutor's Office and notifies attorneys of trial settings;
Maintains calendars of attorney appointments, meetings, and interviews;
Prepares monthly, quarterly, and yearly counts of cases and court settings;
Gathers and compiles data for budget preparation and submits justification for budget requests;
Coordinates and administers department use of the Criminal Justice Information System (CJIS);
Provides on-going training to staff in performance and tracking of victims' rights logs and satisfaction surveys;
Prepares documents for involuntary psychological evaluations with Superior Court and ensures timely filing with court;
Contacts other departments to keep them informed of the status of files, cases, and schedules hearing dates;
Participates in candidate interviews and trains new legal secretaries and clerk positions for Prosecutor's Office;
Proofreads ordinances, resolutions, briefs, legal descriptions, and other material for accuracy and completeness;
Answers phones, assists the public with inquiries and information requests, and performs other miscellaneous administrative duties;
Performs all work duties and activities in accordance with City policies and procedures;
Works in a safe manner and reports unsafe activity and conditions. Follows City-wide safety policy and practices and adheres to responsibilities concerning safety prevention, reporting and monitoring as outlined in the City's Safety Handbook.

Knowledge, Skills and Abilities:
Knowledge of:
Legal terminology and legal principles, forms, methods, and procedures;
Criminal justice system processes;
Effective time management;
Current office equipment, filing systems, legal office practices and procedures;
Departmental programs, policies, and operations as applied to the work performed;
Operation of standard office equipment including a personal computer and job-related software applications;
English grammar and punctuation;
General office practices and procedures.

Ability to:
Train, review and evaluate the work of legal support staff;
Establish project priorities and assign work, staff, and other resources for timely completion of tasks;
Conduct basic research and compile, analyze, and prepare a variety of fiscal, statistical, and administrative reports;
Maintain complex records and prepare accurate reports from statistical information;
Provide excellent customer service;
Develop and execute procedural changes;
Independently prepare correspondence and memorandums;
Operate standard office equipment such as calculator, copy machine, transcriber, and facsimile, including a personal computer using program applications appropriate to assigned duties;
Communicate effectively, verbally and in writing;
Read, compose, and comprehend simple instructions, short correspondence, and memos;
Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals;
Maintain a professional demeanor during stressful situations;
Compile reports from a wide variety of sources and transmit data;
Establish and maintain effective working relationships with the public, staff, and attorneys;
Respond to citizen requests in a courteous and effective manner;
Understand and follow oral and/or written policies, procedures, and instructions;
Make sound and reasonable decisions in accordance with laws, ordinances, regulations, and established procedures;
Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
Demonstrate integrity, ingenuity, and inventiveness in the performance of assigned tasks.

Supervision Received:
The work is performed under the general supervision of the Asst City Attorney or Law Office Supervisor.

Supervision Exercised:
Leads the daily operations work of the legal support staff.

Minimum Qualifications:
High school diploma or GED equivalency and college coursework in legal secretarial field or paralegal field; and
Three (3) years experience in a law office or related environment including familiarity with legal procedures, lead supervision, and specialized legal computer software; or
Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

Work Environment:
The primary duties of this class are performed in a general office environment.

Essential Physical Abilities:
Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to discern verbal instructions and communicate effectively on the telephone and in person;
Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and review, evaluate, and prepare a variety of written/typed documents and text materials;
Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate standard office equipment and a personal computer;
Sufficient personal mobility, flexibility, and physical reflexes, with or without reasonable accommodation, which permits the employee to lift up to 20 pounds, to sit and work at a keyboard for an extended period of time, and work in an office environment.