SECRETARY - OPTION B (LEGAL SECRETARY)

SECRETARY - OPTION B (LEGAL SECRETARY)
Requires 60 WPM
FUNCTION
Performs journey level legal secretarial support work involving public contact, phone work, typing/word processing, taking
dictation, transcribing, and scheduling.
DISTINGUISHING CHARACTERISTICS
This is the journey level class in the legal secretarial series. Appointment to this level requires that the incumbent be
performing the full range of duties and meet the qualification standards for the class.
SUPERVISION RECEIVED
Work is performed under general supervision of a higher level of authority. The employee is expected to exercise initiative,
independent judgement and discretion in efficiently performing a full range of secretarial tasks. Work is reviewed upon
completion for adherence to established policies, procedures and results obtained.
SUPERVISION EXERCISED
As assigned, may provide technical supervision to subordinates or may directly exercises immediate to general
supervision of assigned subordinates.
EXAMPLES OF WORK PERFORMED / ESSENTIAL FUNCTIONS
Due to the nature of the work assignment, the following examples of work are not listed in order of importance/priority.
1. Takes and transcribes oral dictation (oral and machine).
2. Types a variety of materials from draft, dictating machine, detailed instructions or as individually composed to include,
but not limited to, correspondence, legal documents, briefs, minutes, articles, narrative and tabular reports, charts, and
numerous other material of general and technical subject.
3. Provides guidance and direction to lower level clerical employees.
4. Provides information and responses to the public concerning departmental rules, regulations and activities.
5. Maintains or assists in maintaining complex office files, indexes documents for filing and periodically purges files.
6. Composes and types letters and documents in response to inquiries and to provide information in accordance with
departmental procedures.
7. Prepares and maintains moderately complex fiscal, legal, operating, purchasing, personnel, and other records. May
collect monies.
8. Posts data to records including various departmental fiscal and other records in accordance with standard procedures.
9. Checks and verifies calculations of bills and other documents requiring payments. Issues materials upon request.
Maintains inventory records.
10. Sorts, tabulates and summarizes statistical and other data in the preparation of various reports.
11. Gathers materials for special reports, legal documents, forms and summaries at the request of superiors, frequently
checking against a variety of records in order to secure complete and accurate information.
12. May act as division receptionist to include directing individuals to proper locations.
13. Performs special assignments as requested.
14. Performs related work as required.
WORK CONTACTS
SECRETARY - OPTION B (LEGAL SECRETARY)
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Regular contact with associate personnel, participants, other county departments, private and public businesses, and the
general public to promote program, provide explanations, coordinate activities, gather required information, respond to
inquiries, and resolve complaints.
CONDITIONS OF WORK
Work is subject to varying post or job site assignments and may be subject to call-back or on-call status and irregular
schedules to include completion of work assignments on weekends and holidays. Work is also subject to traveling and
irregular hours in order to perform work assignments. May involve occasional light lifting of 25 lbs. or less.
All employees of Mohave County are subject to immediate callout when an emergency, disaster or breach of homeland security
occurs. All employees are considered to be available for these types of events and will immediately respond, in accordance with
County Emergency Operations Plan, when directed by the Chairman of the Mohave County Board of Supervisors, County
Manager, the Homeland Security/Emergency Management Coordinator, or when directed by their department director/elected
official and/or immediate supervisor. Such call to respond and assist may involve those activities assigned to their regular job
responsibilities and incorporate other non job related duties as necessary and required of an employee to respond to the
emergent matter at hand. An employee’s response to these matters may require the working of unusual, long hours over a
possibility of an extended period of time with infrequent breaks or rest periods. An employee who is working with an
accommodation must meet with their supervisor and department director/elected official to discuss their requirement for
response.
DESIRABLE KNOWLEDGE, SKILLS AND ABILITIES
Specialized knowledge of:
Skill in:
Ability to:
--secretarial and office support practices and procedures.
--the operation, routines and procedures of the office to be served or of similar offices and of County government
functions.
--business English, spelling, vocabulary, punctuation, and arithmetic.
--modern office machines and equipment.
--the operation of general office equipment such as computers, typewriters and calculators.
--make decisions in accordance with established policies and regulations.
--read, interpret and apply technical materials encountered as a result of work assignments.
--prepare effective correspondence on routine matters and perform routine office management details without
referral to a supervisor.
--analyze situations and determine appropriate or alternative actions.
--supervise, work with and communicate effectively with subordinates as assigned.
--type, take dictation and/or transcribe accurately and at a speed necessary to fulfill job responsibilities.
--communicate clearly and concisely, both orally and in writing.
--maintain accurate and up-to-date records and documentation.
--establish and maintain cooperative working relationships with those contacted in the course of work.
--fulfill all physical requirements of the class.
ACCEPTABLE EXPERIENCE AND TRAINING
SECRETARY - OPTION B (LEGAL SECRETARY)
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Any acceptable combination of training and experience equivalent to graduation from high school, including or
supplemented by courses in secretarial science, and three (3) years progressively responsible experience in secretarial
and general clerical work. OR an equivalent combination of experience, education and training which provides the desired
knowledge, skills and abilities.
NECESSARY SPECIAL REQUIREMENT
Proficiency to type 60 words per minute (wpm) will be required. Must possess and maintain a valid driver's license. Must
provide acceptable driving history at no cost to the County. Some positions require current status or ability to become a
Notary Public.
DISCLAIMER
The above information on this 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.
OCCUPATIONAL CATEGORY: Clerical/Technician/Paraprofessional
FLSA STATUS:
Non-Exempt (Classified; Judicial Merit System - Classified)
CLASS CODE: 6732/J692
RANGE: 08
EFFECTIVE DATE: October 1, 1991
REVISED DATE: September 9, 1997
CLASS SYSTEM MAINT REV April 6, 1998
SECRETARY - OPTION B (LEGAL SECRETARY)
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