LEGAL SECRETARY - CITY PROSECUTORS OFFICE

Recruitment #2101-0134-001

Introduction

The Legal Secretaries in the Criminal Division have dedicated individual assignments, currently

1) Civil Infractions, Probation/Petitions to Revoke

2) Long Forms/Appeals

3) Diversion/Life Skills. 

They also rotate through duties on a weekly or monthly basis or are given specific assignments such as the following: assist at the reception desk, process intoxilyzer logs, responding to PD Disclosure email, HGN certifications and requests to set aside; purge and clear arrest records;  order and/or process CDs and transcripts; review and redact body worn camera videos and other video and audio records; and, follow up on motions disclosure requests.  They may be assigned additional disclosure or other duties as necessary.  The legal secretaries also back up each other, the Drug legal, Subpoenas and Officer Scheduling.  The majority of our files are in an electronic case management system (JustWare) so most of their work requires fast and accurate data entry, data tracking and updating as well as legal document preparation. Speaks with Diversion vendor on phone and assists diversion clients with questions.

This position is only open to current Civil Service (permanent or probationary) employees in the City Prosecutors office.

General Description

The legal secretary for the Prosecutor's Office provides legal support to attorneys and support staff as requested by supervisor.  Manages, manipulates and maintains legal forms and confidential information in electronic and hard copy format.  Prepares legal documents, extracts, redacts and discloses reports, cites, DVD/CDs, audio, video.  Performs many duties on a rotational basis with other legal secretaries, including diversion, civil infractions, probation, long forms, motions, appeals, intox logs, HGN certifications, subpoenas and any task as assigned.  Works closely with other staff members and supervisor to meet daily goals.

This position will require working in the office a minimum of 3 days a week from 8 to 5.

Essential Functions

Provides administrative support by assisting clients and visitors, answering and directing phone calls, maintaining office supplies, contacting vendors regarding office needs, drafting correspondence, and assisting court personnel as needed.

Performs related duties by preparing budget statistics, verifying expenditures, answering phones, court runs, maintaining database files, maintaining consumer fraud files and records, reviewing files for retention periods, keeping account records, setting up notification cases, maintaining personnel records, scheduling, video taping depositions, and providing back up assistance to other secretaries as required.

Maintains the docket by pulling files for daily settings, scheduling appointments and cases, notifying attorneys and related parties of pertinent information, completing and distributing paperwork, notarizing affidavits, preparing reports, locating witnesses and preparing docket sheets. Prepares legal documents by entering the required data, reading the charges and offenses, verifying accuracy, notarizing various legal and court documents, preparing indictments and subpoenas, and distributing copies.

Minimum Qualifications

Minimum Education Level & Type: 6 months post High School

Minimum Experience Qualifications: At least 2 years of administrative support and handling of confidential information

Preferred Qualifications

  • Fluent in JustWare
  • Ability to type 35 wpm

Selection Plan

City Prosecutor's Office eligible employees who wish to be considered for this position must apply for this position by uploading their resume in the application.  The resume must indicate the following:

1)   The combination of knowledge, skills, education and experience you possess as they relate to the minimum and preferred qualifications outlined above.

2)   A chronological resume detailing your work history and all experience relevant to this position.  

Practical Exercises and Panel Interviews will be conducted as follows:

  • Typing test January 21, 2021
  • Proofreading and Written exam January  22, 2021
  • Written Oral Board question exam January 26, 2021
  • Oral Board January 27, 2021 

Candidates that fail to type 35 wpm in the typing practical will be disqualified from further participation. 

Selection criteria will include a review of application materials and official personnel file.

This process will not establish a Civil Service employment list. Selection will be made in accordance with governing Administrative Directives.  

Pre-employment Medical Testing Requirements

None

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To ensure accurate payroll information for tax purposes, the successful candidate will need to provide their original Social Security Card or original letter from the Social Security Administration with their social security number prior to beginning work with the City of Tucson.

The City of Tucson hires lawful workers only - US citizens or nationals and non-citizens with valid work authorization - without discrimination. Federal immigration laws require all employers to verify both the identity and employment eligibility of all persons hired to work in the United States. In its efforts to meet the law's requirements, the City of Tucson participates in the E-Verify program established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to aid employers in verifying the eligibility of workers.

Retired City of Tucson employees receiving benefits from the Tucson Supplemental Retirement System who are considering reemployment with the City should be aware that pursuant to Section 22-37(g) of the Tucson City Code, retirement benefits shall be suspended during the period of reemployment with the City of Tucson unless you have been separated at least twelve consecutive months before returning to work AND you return to a non-permanent employment classification. Creditable service does not accrue during any reemployment period.