CITY OF OVERLAND PARK - POSITION DESCRIPTION

JOB SUMMARY STATEMENT: Performs a variety of legal office administrative support duties. Compiles data and prepares reports of routine to complex in nature with the highest degree of accuracy and confidentiality. Establishes and maintains manual and computer files, records, and logs. Provides information related to complex legal questions. Processes invoices and purchase orders.

DUTIES AND RESPONSIBILITIES:

Types and proofreads a variety of routine to complex documents including general correspondence, reports, memos, letters, forms, and statistical data. Transcribes from drafts, verbal instructions, or recordings from one or more members of staff. Maintains division files and the Law Library.

Evaluates, answers, and directs public inquiries. Looks up cases, pulls case files, and/or checks other sources for the appropriate information as necessary.

 Requests and processes incoming driving records.

Reviews, updates, and finalizes witness lists. Generates and mails notices related to the same.

Performs research and quasi-investigations via telephone and internet.

Maintains and updates City Appeals. Tracks City Appeals in District Court, Court of Appeals, and Supreme Court.

Types and proofs legal memoranda and correspondence.

Prepares trial dockets by pulling and updating files.

Prepares diversion sentencing and attorney plea dockets. Provides courtroom assistance by checking in attorneys, pulling and replacing files, looking for lost or unscheduled files, processing applications, issuing diversion sign-in dates and times, and retrieving information not located in files.

Maintains up-to-date officer vacation schedules, training schedules, switched days off, and medical, military, or other leaves so that court dates can be appropriately scheduled.

Performs tasks as assigned by Executive Legal Assistant, Prosecution.

Performs miscellaneous and general office duties as needed and other tasks as assigned.

Works the days and hours necessary to perform all assigned responsibilities and tasks. Is available (especially during regular business hours or shifts) to communicate with subordinates, supervisors, customers, vendors and any other persons or organization with whom interaction is required to accomplish work and employer goals.

Is punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable.

GENERAL QUALIFICATIONS

EDUCATION & SPECIAL LICENSE(S)/CERTIFICATIONS:

Basic education (high school plus business or correspondence of 1-2 years) which includes courses in typing, shorthand, and office practices or additional equivalent experience.

Access to the Kansas Criminal Justice Information System (KCJIS) may be required, so the following KCJIS requirements apply: must be at least 18 years of age; must not have been convicted of a felony; must not have been convicted of a serious misdemeanor; and must not have an arrest history the nature and severity of which warrant disqualification.

EXPERIENCE:

Two+ years experience in a law office and six months general secretarial/office duties experience, or an equivalent level of experience.

SKILLS:

Good oral and written communication skills.

Good phone skills.

Good interpersonal skills.

Good typing skills.

Good listening skills.

MENTAL REQUIREMENTS:

Ability to read and comprehend City policies and procedures.

Ability to learn and understand personal computer software applications.

Alpha and numeric recognition.

Ability to carry out assignments through oral and written instructions.

Ability to be attentive for extended periods of time.

Ability to work under distracting conditions.

Ability to work on several projects at once.

Ability to recognize and protect confidential information.

Ability to organize files and effectively retrieve data.

PHYSICAL REQUIREMENTS:

Ability to make and receive phone calls.

Ability to operate office equipment and machinery to include personal computer, typewriter, calculator, copy machine, fax machine.

Ability to greet and assist the general public.

Ability to lift 10 pounds and transport 10 feet.

Ability to bend to file.

SUPERVISORY RESPONSIBILITY (Direct & Indirect):

None.

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.