SECRETARY II

General Summary

Under the supervision of the Prosecuting Attorney and/or Chief Assistant Prosecuting Attorney, performs varied secretarial and support functions for the legal staff of the office of the Prosecuting Attorney. Activities include preparing and processing legal documents and correspondence, maintaining case files and providing general secretarial support, as assigned. Maintains misdemeanor case files and juvenile case files, including preparing misdemeanor warrants and juvenile petitions for criminal arrests, as assigned. 

Essential Functions

1. Types ticket information and pre-trial court date into computer to open files for District Court.
2. Maintains misdemeanor and juvenile probate case files, includes updating court dates in computer and file folders and closing out computer files and filing away file folders when cases have been completed.
3. Prepares and mails subpoenas for trial cases, and provides witness list to prosecutor for approval. Orders police reports, certified convictions, and certified driving records. Notifies police agencies to send drugs to laboratory for testing. Prepares writs as needed for court cases.
4. Prepares misdemeanor warrants and juvenile petitions, and in that capacity:
   1. Queries warrant requests received by local police agencies to determine if suspect/defendant has pending or previous charges.
   2. Performs data entry from warrant requests and juvenile petitions and enters parties, witnesses, and other information from the police report.
   3. Forwards warrant requests to Prosecuting Attorney for review and authorization/denial. Generates and distributes warrants.
   4. Follows-up with police agencies on denied warrants that need further investigation and/or information.
   5. Prepares search warrants for police agencies.
   6. Prepares and reviews fingerprint cards and forwards to State of Michigan.
5. Answers defense attorneys’ Demand for Discovery, includes copying police report, preparing cover letter, prosecutor’s demand, and proof of service.
6. Obtains approval on adjournments, prepares stipulations and motions for adjournment, and prepares nolle prosequi and forwards to court.
7. Prepares files for pre-trials, ensuring police reports, driving records, and other documents are included and all files are accounted for, contacts police agencies, requests reports and other case information, and updates files in computer after trials and pre-trials.
8. Prepares dismissals for District Court and Probate Court for defendants who have completed a counseling program or who have a delayed sentence date.
9. Types weekly schedule of all court hearings. Reviews scheduling book to ensure that it is accurate regarding cases that are moving forward, adjourned, and have entered pleas so that witnesses do not appear for court.
10. Copies police reports, prepares paperwork and bills attorneys requesting reports. Copies reports of defendants referred to counseling programs and sends to proper agencies.
11. Orders office supplies, forms and postage.
12. Calculates OUIL restitution collected through District and Circuit Courts. Verifies totals, looks-up case numbers and police agency, and calculates breakdown of restitution for Prosecuting Attorney’s Office and police agency. Prepares invoices and vouchers and mails check to appropriate agency.
13. Files divorce waivers for attorneys on divorce cases, includes filing signature form, filing with Circuit Court and Friend of the Court, and forwarding copy to requesting attorney. Keeps log of all waivers filed and compiles list for each judge’s monthly monetary reimbursement.
14. Types appeal briefs, copies and files documents with the appellate courts. Prepares cover letters and proofs of service.
15. Assists and backs-up Clerk/Typist in responding to telephone callers and visitors and answering inquiries of attorneys, parties, victims, witnesses, and others regarding departmental procedures, schedules, case information and other matters. Assists law enforcement agencies with warrant authorizations.
16. Receives, opens, and delivers incoming mail to Office Manager.
17. Prepares and types various reports, correspondence, and other documents. Proofreads documents for spelling, punctuation, grammar and format.
18. Backs up other staff in the office and performs support functions of recording, scheduling, typing, filing, copying, faxing, client reception, and other tasks as assigned. Computes copying charges and prepares request for payments.
19. Locates and organizes witnesses for meetings with the prosecuting attorney assigned to the case, reserving expert witnesses including doctors, psychiatrists and lab personnel for court proceedings.  Generates subpoenas for said witnesses, including law enforcement, and all other witnesses necessary.  Ensures all parties are informed and prepared to appear at the specific scheduled date and time for the court case to proceed.
20. Schedules competency hearings for defendants with Community Mental Health/Forensic Center.
21. Assists while others are sick or on vacation and assist in completing their work.
22. Enters data into the office data tracing system such as court dates, pleas, dismissals, convictions, and any special programs provided.
23. Pulls appropriate files for court dates scheduled for the week.  Files documentation received from court, defense attorneys and witnesses in the appropriate file.

 

Other Functions

None listed.

This list may not be inclusive of the total scope of job functions to be performed. Duties and responsibilities may be added, deleted or modified at any time.

Qualifications

Employment Qualifications

Education: High school graduation, or equivalent experience. Prefer advanced coursework in word processing and legal secretarial areas.

Experience: One year of secretarial experience in a legal setting providing a knowledge of legal terminology and court procedures. Requires experience with computer system similar to that used in the office.

Qualifications:

Knowledge of the court process.

Working knowledge of privacy requirements related to court records.  

Ability to communicate and de-escalate clients in various emotional states who may be verbally abusive or hostile.   

Ability to interact positively and objectively with coworkers, officers of the court, clients, attorneys, and members of the general public with varying levels of communication skills.  

Ability to utilize word processing software and operate computers and other general office equipment.  

Excellent verbal and written communication skills.

Knowledge of how to enter and retrieve information from computer systems.   

Skill in Microsoft Word, Office, Excel.

Excellent customer service skills.  

Fast and accurate keyboarding skills.  

 

Other Requirements:  

The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, nut as general guidelines that should be considered along with other job-related selection or promotional criteria.

FLSA Status: Non-Exempt

Worker’s Compensation Code: 8810                                                                   

Occupational Employment Statistical Code: 55347

Physical Requirements {This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the following requirements and working conditions. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements}:

Ability to access filing systems.

Ability to enter and retrieve information from computer system.

Ability to generate various documents from computer system.

Bending, stooping and kneeling when filing and retrieving documents.

 

Working Conditions:

Works in office setting.

Exposure to individuals charged and/or convicted of a variety of criminal offenses. Working with the public and attorneys and court personnel.