Overview
Legal Assistant/Secretary Jobs in Chicago, IL at Malatesta Law Offices
Description
Under general supervision, records and maintains legal documents, indexes and proofs documents as official public records within the County Clerk’s Office. Required to issue marriage license to all eligible persons according to Marriage Equality Act of 2015, H.R. 2976 of the 114th Congress. Maintains Quality Control of legal documents, assist with Records Management and functions of the County Clerk’s Office.
Example of Duties
ESSENTIAL FUNCTIONS: – Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:
Regular attendance is required as scheduled by a supervisor;
Examine legal documents to ensure filing requirements are met, applies the appropriate recording amount, files documents;
Print copies or certified copies of records;
Perform special projects involving historical records as assigned;
Collect and verifies documents ready for scanning into an automated system, reviews applications for vitals and data enters counts, scans all applications;
Import birth and death certificates, issues certified copies to qualified applicants;
Issue marriage licenses, files and mails marriage licenses to customers;
Process mail, verifies records are mailed or received by customers;
Calculate daily cash drawer totals;
Process meeting and public notices;
Record military discharge documents for veterans;
Print burial transit permits for funeral homes;
Record land plats, ensures taxes are paid and legal descriptions are accurate;
Index and proofs documents filed as official public records;
Search court records, vital records and recordings; responds to questions from the public; issues copies of legal documents;
Produce duplicate copies of record index/images on compact discs and FTP sites;
Process open records requests;
Maintain accurate recordings of legal documents. Assists customers at the counter, over the telephone and process mail in request. Performs general office and clerical duties which may include lifting large books per customer’s request. Work on special projects when needed;
Attend training classes when necessary which may require out of town travel;
Participate in election activities, including overtime, assists in training election workers, including preparing training materials and providing supplies, assists in processing ballots, provides equipment support at designated locations, answers phones in the call center, performs related activities as assigned.
Maintains Quality Control of documents for destruction;
Scans, indexes and proofs legal documents to prepare documents for storage;
Picks up and delivers boxes and/or files to the departments throughout the County;
Maintain the location of each box stored in the warehouse through the current software program being used by the County;
Performs other duties as assigned;
Confidentiality: Due to the confidential nature of a substantial part of the County Clerk records and office business, all matters pertaining to customers affairs (even though it is public record) must be kept in strict confidence.
Qualifications
MINIMUM QUALIFICATIONS:
Education, Experience and Training Guidelines:
High school diploma or equivalent; OR one year of related experience or training; OR an equivalent combination of education, training and experience as determined by Human Resources.
Knowledge of:
Proficient knowledge of Brazoria County and County Clerk’s regulations, policies, and procedures.
Proficient knowledge of word processing and personal computer applications and software.
Proficient knowledge of the principles, practices and techniques of the local government process.
Proficient knowledge of the federal, state, and local laws relative to county government, including the Texas Local Government Code, Texas Public Information Act and Legislative changes.
Exceptional knowledge of grammar, punctuation and spelling.
Exceptional knowledge of modern office procedures and practices.
Exceptional knowledge of customer relations.
Exceptional knowledge of Brazoria County transaction practices and procedures.
Exceptional knowledge of telephone etiquette.
General knowledge of department forms, rules, procedures and guidelines.
Skill in:
Exceptional skill in establishing and maintaining cooperative working relationships with the Commissioner’s Court, judges, managers, supervisors, employees, external public agencies and organizations, vendors, suppliers, hotels and the general public.
Proficient skill in planning and coordinating activities.
Proficient skill in maintaining records and report preparation.
Using initiative, discretion and decision making within established procedures, guidelines and rules.
Defining problems, collecting data, establishing facts and drawing valid conclusions.
Maintaining strict confidentiality.
Performing various mathematical calculations;
Proficient skill in the ability to work with sensitive information under somewhat stressful conditions.
Proficient skill in operating standard office equipment such as personal computers, calculators, and telephones.
Exceptional skill in extracting and organizing detailed information.
Exceptional skill in providing information and assistance to office staff, customers and callers.
Exceptional skill in telephone etiquette and customer service.
Exceptional skill in documenting, reading, understanding and maintaining records.
General organizational skills.
Exceptional in implementing new computer software.
General skill in expressing oneself clearly and concisely, both orally and in writing.
LICENSE & CERTIFICATION REQUIREMENTS:
Deputized
Valid Texas Driver’s License
Registered voter
PHYSICAL DEMANDS AND WORKING ENVIRONMENT:
Work is performed in an office work environment. The noise level in the work environment is usually moderate. May be required to lift and carry items weighing up to 50 pounds. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
Supplemental Information
DISCLAIMER
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
Brazoria County is a local government entity that offers competitive salaries with an excellent retirement package, which includes: Government Pension through TCDRS with fixed interest and a county match of 2:1 at retirement; we do not pay into Social Security but instead contribute to a 457 Deferred Compensation Plan as an additional savings for retirement.
Title: Legal Assistant/Secretary
Company: Malatesta Law Offices
Location: Chicago, IL
