An Overview

The Legal Administrative Assistant performs legal secretarial work for the Sheriff's Office providing information to courts, staff, attorneys, and the public.

What you should bring

The Legal Administrative Assistant should bring a thorough knowledge of administrative tasks and be a skilled communicator both verbally and in writing. The ability to follow complex, verbal and written directions as well as the ability to get along well with fellow staff and the public. The successful applicant will make decisions in accordance with laws, ordinances, regulations and established procedures and should be able to assist with any additional tasks related to the responsibilities of the Sheriff's Office and it's service to the courts and the public.

The Opportunity

• Receive legal documents, log and enter information into the Alexandria Justice Information System (AJIS) of all 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 own 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 due date for response or other action required.
  
• Operates computer, copier, and other office machines.
  
• Responds to citizens’ inquiries by referring them to appropriate attorney, City department, or State or Federal agency.
  
• Establishes, maintains, and closes out case files or systems of legal records, annotates indices and 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.
  
• Assists with duties as assigned by supervisors
  
• Accurately completes monthly report of fees collected.
  
• Prepares daily deposits of legal process fees received for deposit with the City of Alexandria Treasury Division.
  

The Ideal Candidate
To qualify for this position, candidates must possess t hree years responsible experience in a secretarial position, including one year experience in a legal office or in an area which provided experience using legal terminology; and completion of high school level courses in Civics, English, and Arithmetic, or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

To be considered as the ideal candidate, candidates must also possess:

• Knowledge of the Criminal Justice system, Civil Process and Courthouse procedures.
• Knowledge of the Alexandria Justice Information System (AJIS).
• Thorough knowledge of Federal, State and City regulations and codes and departmental general orders.
• Thorough knowledge of legal terminology.
• The ability to relate clearly and effectively to a diverse population in stressful situations.
• Three years of data entry experience.
• Bilingual English and Spanish.
• Excellent telephone etiquette.
• Excellent written and verbal communication skills and the ability to effectively deal with a diverse public. The ability to make decisions in accordance with laws, rules and regulations where errors could have legal consequences.
• Verifiable typing speed of at least 50 wpm.

About the Department The Alexandria Sheriff's Office is responsible for the operation of the William G. Truesdale Adult Detention Center, courthouse and courtroom security, service of all court legal documents, execution of court orders, transportation of prisoners, execution of arrest warrants, and general public safety and law enforcement. All powers, responsibilities and duties of the Alexandria Sheriff's Office derive from common law, the Virginia Constitution, the Code of Virginia and the Alexandria Charter.

The Alexandria Sheriff's Office is a highly professional organization with 210 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 national accreditations. The Office is also Virginia State certified by the Department of Criminal Justice Services and the Department of Corrections.

Minimum & Additional Requirements

Preferred Qualifications

Notes

The position requires the successful completion of the following pre-employment verifications/testing:

Criminal History Records Check
FBI/Federal Records Check
Drug Testing
Polygraph