Legal Secretary (Commonwealth Attorney) Print (https://www.governmentjobs.com/careers/charlottesville/jobs/newprint/4800307) Apply  Legal Secretary (Commonwealth Attorney) Salary $42,536.00 - $53,393.60 Annually Location Charlottesville (22902), VA Job Type Regular Full-Time Job Number 241200008 Department Commonwealth Attorney's Office Opening Date 01/27/2025 Closing Date 2/7/2025 5:00 PM Eastern Bargaining Unit N/A + Description + Benefits + Questions General Summary The Legal Secretary performs a variety of administrative and technical work in support of the Commonwealth's Attorney's Office. This position involves handling sensitive case-related information, assisting with the discovery process, and providing general administrative support while maintaining a high level of attention to detail, effective time management, and coordination with external agencies to ensure compliance with legal procedures. Works under general supervision and reports to the Commonwealth’s Attorney. To learn more about the Commonwealth’s Attorney’s Office and its functions, please visit: https://www.charlottesville.gov/198/Commonwealths-Attorneys-Office The preferred hiring amount is between $20.45 to $25.67 an hour ($42,536 - $53,393.60 Annually) . Starting offer is based on applicable education, experience, and internal equity. This is a full-time, non-exempt, position which provides excellent benefits including 13 paid holidays + 1 floating holiday, paid vacation and sick leave, health insurance options with employer contribution, employer-paid life insurance, City's retirement options, gym membership reimbursement, and continuing education/training opportunities. + For a general summary of benefits offered by the City, please click the 'benefits' tab on this posting, or visit https://www.charlottesville.gov/1047/Employee-Benefits . + The City of Charlottesville manages its own retirement system and does not participate in VRS; however, the City has a Portability Agreement with VRS and there are certain provisions that must be met. If questions pertaining to the Portability Agreement, please contact the City's Benefits Administrator at 434-970-3462. Essential Responsibilities and Duties To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time. + Serves as the primary point of contact for visitors, staff, and external stakeholders in person, by telephone and written correspondence, providing guidance on departmental policies and directing inquiries appropriately. + Conducts initial interviews with visitors to gather necessary information and provide assistance. + Collects and compiles critical information from external sources such as police reports, body-worn cameras, CCTV footage, medical evaluations, ECC data, and other discovery materials. + Assists the discovery process by coordinating requests with external agencies, tracking required materials, and ensuring the timely delivery of discovery items to defense counsel. + Utilizes multiple software programs simultaneously to compile, organize, and manage case-related data. + Prepares, proofreads, formats, and reviews legal and administrative documents to ensure accuracy, completeness, and adherence to confidentiality requirements. + Types and transcribes legal and administrative documents accurately and efficiently to ensure timely preparation and delivery of materials. + Handles sensitive information with professionalism and in compliance with legal and organizational policies. + Provides comprehensive administrative support, including preparing correspondence, maintaining office filing systems, and processing mail. + Manages office calendars, schedules appointments, tracks deadlines for legal and administrative submissions, and ensures timely follow-up on outstanding items. + Answers routine correspondence for supervisor. + Orders, processes, and documents a variety of accounting documents such as purchase orders, invoices, work orders, and maintaining inventories and office supplies. + May assist in the development and implementation of office policies and procedures. + Prepares data for special and periodic reports as required. + Responsible for appropriate use and maintenance of City equipment, tools, and other resources, including work time. + Regular and reliable attendance. Other Duties + Performs additional duties to support operational requirements as apparent or assigned. Education, Experience and Skills Education and Experience: Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education. + High School diploma or GED AND at least 6 months of administrative work including experience with legal documents, discovery processes, or similar legal office operations. OR + At least 3 years of administrative work including experience with legal documents, discovery processes, or similar legal office operations. Preferred: + Associate's degree in Paralegal Studies, Criminal Justice, or related field. + Experience in a legal office or court-related setting. Certifications/Licenses/Other Requirements: + Required to successfully pass a pre-employment background check and pre-employment drug screen. Knowledge, Skills, Abilities and Other Characteristics: Job Knowledge + Knowledge of office administration, secretarial techniques, record-keeping practices, and modern office equipment/software (e.g., Microsoft Office Suite, legal management software). + Knowledge of court processes, legal terminology, and procedures, including discovery, subpoenas, and motions. + Familiarity with state and federal regulations related to legal documentation and data confidentiality. Reading + Intermediate: Ability to read and understand legal documents and other written materials such as books, newspapers, magazines, journals, multi-step instruction manuals, and reference materials. Writing + Intermediate: Ability to organize data and write clear and concise reports, business letters, explanations, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. Math + Basic: ability to perform the four basic arithmetic operations of addition, subtraction, multiplication, division. Communication Skills + Intermediate: Provide and receive complex information. May include interactions that involve stressful, negative situations requiring significant tact and the ability to diffuse aggressive behavior and reach consensus. Elements of persuasion may be necessary to gain cooperation and understanding. Establishes and maintains effective working relationships with City staff, leaders, and the public. Independence and Decision-Making + Requires General Direction: Normally performs the job by following general instructions or established standard operating procedures and/or policies. There is some discretion when making decisions among a few easily identifiable choices of the appropriate procedure or policy to apply to duties. Performance is reviewed frequently. Technical Skills + Skilled: Comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the assigned and apparent job responsibilities. Intermediate skill in Microsoft Office applications and departmental software. Fiscal Responsibilities + Prepares and processes purchasing documents and payments. Supervisory Responsibilities + No supervisory responsibilities. May occasionally direct helpers, assistants, seasonal employees, interns, or temps. Other Characteristics + Excellent organizational, time management and customer service skills. + Balance multiple tasks simultaneously. + Works closely with others as part of a team. + May require dealing with angry, frustrated and/or upset individuals. + May have constant interruptions and requests for service. + Performs tedious or exacting work. + Must work effectively with sensitive and confidential issues and information. Physical Conditions & Additional Information Physical Demands: + Sedentary Work: Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. + Must occasionally move about inside the office to access file cabinets, office machinery, etc. and position self to maintain files in file cabinet. + Must be able to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations. + Ability to observe details at close range (within a few feet of the observer). Machines, Tools, Equipment, Software and Hardware: + Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned. Work Environment: + Work is performed in an office environment where there may be exposure to computer screen for extended periods of time, monitor glare and dust. + The noise level is typically moderate. The City of Charlottesville is an Equal Opportunity Employer and supports workforce diversity at all levels of the organization. The City prohibits discrimination on the basis of race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by federal, state or local laws. The City is dedicated to this with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs, and general treatment during employment. Requests for reasonable accommodation by individuals with disabilities may be requested by contacting Human Resources at (434) 970-3490 or hr@charlottesville.gov. The City of Charlottesville conducts job related background checks, reference checks, and pre-employment drug tests, in accordance with federal, state, and local law, of applicants who reach the final stages of the employment selection process. The City’s policy has not changed because of the decriminalization of marijuana in the Commonwealth of Virginia. Marijuana remains an illegal drug under federal law, and it continues to be a violation of the US Department of Transportation regulations and the City’s policy prohibiting employees from testing positive for marijuana. SUMMARY OF EMPLOYEE BENEFITS Updated July 1, 2022 Benefits cited represent those for regular 40-hour employees and may differ for Management Level, Part-Time, and/or Library positions. Long-term temporary employees are eligible for all benefits except retirement. Interns, temporary, seasonal, substitute, and relief employees are not eligible for benefits. 1. LEAVE: + Vacation: + 3.09 hours accrued biweekly -- 0 - <3 years + 3.85 hours accrued biweekly -- 3 - <5 years + 4.62 hours accrued biweekly -- 5 - <10 years + 5.40 hours accrued biweekly -- 10 - <15 years + 6.16 hours accrued biweekly -- 15 - <20 years + 6.93 hours accrued biweekly -- 20 - <25 years + 7.70 hours accrued biweekly -- 25+ years + Sick: + 4.62 hours per biweekly pay period, approximately 120 hours a years, no limit on accumulation + Holidays: + 14 paid holidays per calendar year (13 observed and 1 floating) 2. INSURANCE: + Aetna Medical – + Choose from three options with different premiums and levels of coverage and coverage is effective on the first of the month following date of hire: + HMO: $0 premium for employee only coverage + POS 1: Employee-only premium of $36.28 per biweekly pay + POS 2: Employee-only premium of $13.02 per biweekly pay + (Dependent coverage is available but the cost of the premium is not subsidized.) + Prescription Card ($10 generic, $30 lower cost name brand, $55 higher cost name brand) + Mail Order Maintenance Prescription Drug Program ($20 generic, $60 lower cost name brand, $110 higher cost brand) + Dental (Delta Dental) + No cost for employee only coverage. Dependent coverage is available but the cost of the premium is not subsidized. + Diagnosis and Preventive -- 100% of allowable charge; Basic Dental Care - 80%; Major Dental Care - 50% + Primary -- $50 deductible, 80/20 + Prosthetic & Complex Restorative -- $50 deductible, 50/50 + $1,500 maximum annual benefit + $1,000 Orthodontic Benefit + MetLife Vision Plan: Optional + Employee only coverage: $2.50 bi-weekly; Dependent coverage also available at differing rates. + Eye health exam, dilatation, prescription and refraction of glasses covered after $10 co-pay; + $130 allowance for frames, after co-pay, plus additional discounts where accepted. + Life: + Two times annual salary (paid by the City) + Optional supplemental life available for employee, spouse, dependents (paid by employee) + AFLAC: Optional + Cancer/accident/short term disability/intensive care insurance (paid by employee) + Long Term Disability + Protection from income loss due to long-term illness or injury (paid by the City) 3. RETIREMENT: The City of Charlottesville manages its own retirement system and does not participate in VRS, however the City has a Portability Agreement with VRS. There are certain provisions that must be met and the portability request must be executed within 18 months of vesting in the City's Plan. + Pension: + Choose from two options: + A Defined Benefit Pension plan pays a monthly benefit in retirement using a defined formula based on the employee's earnings history, tenure of service, and age. Our plan has a 5 year vesting period and an employee contribution of 5% of salary. + A Defined Contribution 401a plan in which fixed contributions are paid into an individual's account by the employer, the contributions are invested, returns (positive or negative) are credited to the account, and the account balance is used to provide retirement benefits. The vesting schedule for our 401a plan is 33% after one year of service, 67% after two years of service, and 100% after three years of service. There is no required contribution from salary. (Note that: the Defined Contribution retirement plan is the only plan available for Library employees) + Supplemental: + Deferred Compensation (457) - employee contribution 4. OTHER BENEFITS: + Flexible Spending Accounts: + Health Care Expenses + Dependent Care Expenses + Parking/Mass Transit Expenses + Parking Subsidy of $50 per month + Wellness Programs: + Gym Reimbursement Program + Monthly On-Site Nurse and Annual Flu Shots + Health Screenings and Fairs, Education Sessions, & Weekly Fitness Classes + Weight Watchers at Work + Bike Commuter Program: + Reimbursement of up to $20 per month for reasonable bike commuting expenses + Employee Assistance Program: + A variety of confidential, personal professional services for you and your family available 24 hours a day. + Tuition Reimbursement Program: + Up to $1,500 for undergraduate OR Up to $3,000 for graduate level tuition per fiscal year per employee. 01 Of the following, which best describes your level of education and experience: (Must be verifiable in reference to the Education and Work History section on your online application.) + High School diploma or GED AND at least 6 months of administrative work including experience with legal documents, discovery processes, or similar legal office operations. + At least 3 years of administrative work including experience with legal documents, discovery processes, or similar legal office operations. + None of the above. 02 Briefly describe your administrative work experience, including any experience handling legal documents, assisting with the discovery process, or supporting legal office operations. If no experience, please write "none." (Must be verifiable with reference to your application) 03 To be considered, qualifying education and experience, including City of Charlottesville employment, must be clearly documented in the education, work history, and additional information sections of the employment application. Resumes can be attached but should not be used as a substitute for the required information on the application. I understand that an attached resume may not be accepted in place of a completed employment application and that my qualifications should be stated on the employment application itself. + Yes + No 04 I certify that the information above is true and correct, and I certify that it can be verified with reference to the information in my basic application. I understand that my application may be rejected if the responses to supplemental questions do not match my basic application. + Yes + No Required Question Employer City of Charlottesville Address P. O. Box 911 605 East Main Street Charlottesville, Virginia, 22902 Phone (434) 970-3490 Website http://www.charlottesville.gov/jobs