Legal Secretary

The City of Alexandria is located in Northern Virginia and is bordered by the District of Columbia (Potomac River), Arlington and Fairfax counties. With a population of approximately 150,000 and a land area of 15.75 square miles, Alexandria is the seventh largest city in the Commonwealth of Virginia. Alexandria has a charming waterfront and is a unique and historic place to live and work. About one-quarter of the City's square miles have been designated as a national or local historic district. We proudly embrace our rich history and seize the endless opportunities that lie ahead. If you are interested in working for the vibrant City of Alexandria, we invite qualified candidates to apply for our Sheriff Legal Secretary position.

Overview

The Legal Secretary performs routine secretarial and legal tasks and maintains public contacts in person and/or by telephone and email with citizens, litigants, and persons accused of crimes or violations within the City of Alexandria. This class is distinguished from the Secretary class by the requirement for knowledge of legal practices and procedures used in law offices or by the requirement for knowledge in the civil processing of legal documents as prescribed by law and used in the Sheriff's Office. The secretarial work is reviewed on completion, but frequently no check is made of legal records prepared. This work is performed 100% in person at the Alexandria Courthouse , Monday through Friday, during business hours.

What you should bring

Thorough knowledge of the specialized and legal terminology used in the department to which the position is assigned; thorough knowledge of Federal, State and City regulations and codes and departmental general orders applicable to sensitive information; good knowledge of modern office equipment and methods of operation; good knowledge of English usage; good knowledge of procedures used in law offices or in the processing of legal documents in a law enforcement office; skill in the use of electronically operated office equipment; the ability to take and/or transcribe dictation; good written and verbal communication skills; ability to effectively deal with a diverse public; ability to follow complex verbal and written directions; ability to maintain complex legal records and prepare reports from such records; ability to make decisions in accordance with laws, rules, and regulations where errors could have costly legal consequences; ability to establish and maintain harmonious working relationships with other employees, lawyers and the public.

Duties and Responsibilities

• Performs data entry , including confidential information , tracking, processing reports, filing, record keeping, data analysis, and troubleshooting;
  
• Process payroll;
• Checks employee processed overtime and leave request forms against KRONOS database before HR approval;
• Completes word processing and spreadsheet design/data entry work assignments that include typing, creating, editing , and proofreading letters, memoranda, reports, contracts, forms, etc.; Enters data in the database system s ;
• Verifies addresses and proper jurisdiction of legal process received and forward to appropriate jurisdiction, if not in the City of Alexandria;
• L og and enter information into the Alexandria Justice Information System (AJIS) of all legal and civil documents received by the Sheriff’s Office ;
• Sorts legal documents into defined geographic service areas for distribution and service by Civil Process deputies ;
• Records service dates or reasons for the inability to serve legal documents. Communicates information using interoffice forms, email , and by phone. Prepares requisitions for necessary supplies or office equipment and related documents of a nonlegal nature and prepares replies to correspondence from supervisors or personal knowledge of the work situation ;
• Maintains up-to-date knowledge of filing, service, and similar rules of Alexandria courts ;
• Accepts service of legal documents, reviews for correct forms and timeliness, and annotates case files and status records to reflect receipt and the due date for response or other action required ;
• Operates computer, copier, and other office machines ;
• Operates electronic scanning software and hardware to digitize paper records and other documents;
• Responds to citizens’ inquiries by referring them to the appropriate attorney, City department, or State or Federal agency ;
• Responds to various courts and attorneys in the public sector regarding legal proof of service;
• Establishes, maintains, and closes out case files or systems of legal records, annotates and indices status records, compiles workload and status reports ; and locates and abstracts data from files and records ;
• Greets and receives office visitors and telephone callers, screens their verbal and written inquiries, and personally answers those which, in the secretary’s judgment, do not require an attorney’s attention ;
• Sorts and distributes U.S. mail and City mail daily;
• Assists with duties as assigned by supervisors ;
• Accurately completes monthly reports of fees collected ;
• Prepares daily deposits received for the City of Alexandria Treasury Division to be divided between City and State accounts ; accurately completes monthly report of fees collected;
• Responds to requests from deputies out in the field;
• Maintains supply of Office forms for daily operations;
• Performs related work as required.

About the Department

The Alexandria Sheriff's Office is responsible for the operation of the William G. Truesdale Adult Detention Center, security of the Alexandria Courthouse, service of legal court documents, execution of court orders, transportation of prisoners, and general public safety and law enforcement.

The Alexandria Sheriff's Office is a highly professional organization with 204 deputy sheriffs and civilian personnel. The Office is nationally accredited by the Commission on Accreditation for Law Enforcement Agencies, Commission on Accreditation for Corrections, and the National Commission on Correctional Health Care. The Office has been honored by the National Sheriff's Association with the prestigious "Triple Crown Award" for achieving these accreditations. The Office is also certified by the Virginia Department of Criminal Justice Services and the Virginia Department of Corrections.

The Sheriff's Office is committed to its staff’s health, safety, and wellness . To support that commitment, all newly hired employees must provide proof of COVID-19 vaccination. Applicants with a disability or sincerely held religious belief which prohibits them from receiving a vaccine may request a reasonable accommodation. Adherence to this policy is a condition of employment.

Minimum & Additional Requirements

High School Diploma or GED; one year of experience in an office environment with basic skills in English grammar, punctuation, proofreading , and Mathematics; ability to type 45 w ords p er m inute and be computer literate; or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Preferred Qualifications

Two-Year College Degree; Paralegal degree or certificate, as well as five years of experience working in a legal office; and thorough knowledge of legal terminology and civil procedures.