Secretary Job Reports
Job Description and Job Analysis
Job Title: Legal secretary
Job Reports to: Attorney
Job Summary
The legal assistant is responsible for the task of assisting the attorney through the performance of various activities. The duty of the legal secretary demands the fulfillment of several administrative jobs that involve drafting correspondences and communicating with the attorney, court personnel, and clients. Discretion in the legal environment, especially in an attorney’s office, is highly valued, and a candidate should be able to demonstrate it.
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Major Responsibilities
i) clerical work;
- The legal secretary would be tasked with the responsibility of preparing pleadings to file with the court clerk.
- Preparation of discovery documents necessary for presentation to the opposing counsel.
- Management of correspondences that include telephone conferences, letters, emails, and faxes to anyone involved in a case, including a client, court, and opposing counsel.
ii) court appearances;
- It includes going with an attorney to the court to assist in taking notes, speaking with a client, handling the case files, and filing of necessary documents
- The legal secretary conducts proper research concerning case law, prepares evidence and witnesses, and organizes the files to get ready for court
iii) handling clients;
- The legal secretary performs some office visits with clients that might include taking of notes, discussion of a case, and preparation of the legal services claim.
Minimum Requirements
- Communication and listening skills: the job presupposes that a candidate should be able to follow instructions from an attorney and understand the instructions clearly with little follow-up. The legal secretary should also be highly conversant with legal terminology and have the capability of applying it correctly. Thus, the candidate should possess a high understanding and be able to converse in proper English language.
- People and interpersonal skills: the legal secretary should be able to communicate properly, as they are the first line of communication between the office and outside world. The job requires constant communication with clients, law enforcement, court employees, and other lawyers, which demands great interpersonal skills.
- Organizational skills: proper planning and scheduling are an important aspect of the legal secretary’s job during any working day. On any particular day, the secretary might be required to properly schedule meetings, court dates, bills, and travels among other tasks that presuppose sufficient planning.
- Computer skills: a significant amount of work for the legal secretary relies on working with the computer. The job presupposes a lot of email correspondences, transcription of notes, research, compilation, copying, printing, and faxing of legal documents. The candidate must have experience with various computer software programs, such as MS Word and litigation software.
- Educational requirements: High school diploma; however, coursework in law or business administration is an added advantage. The candidate should also be conversant with the local, state, and federal filing rules.
Job Analysis
Job Title: Operator Carpenter Shop
1. Basic Functions and Scope of Job:
The carpenter performs skilled carpentry work of different scope. Such individuals is engaged in various construction projects, undertakes maintenance and repair works, as well as builds several small-scale furniture projects. The work is undertaken with keen workmanship following proper procedures and techniques used in the carpentry workmanship trade. The carpenter is also required to be conversant with the use of several electrical and hand tools, including mortising machines, chisels, hammers, sanders, presses, levels, drills, saws, planers, joiners, wood lathes, and other tools found in a wood workshop. The person is tasked with the proper maintenance of the tools and equipment found in the workshop and strictly adhere to operational safety and health codes to be observed within a workshop and construction environments.
2. Work Performed:
- Perform skilled carpentry work on customer orders in the construction of different types of furniture, such as tables, seats, and cabinets among others, using both hand and power tools, such as chisels, planes, wood lathes, hammers, sanders, saws, drills, and other carpentry equipment.
- Undertake repair works and construction of doors, windows, frames, ceilings, partitions, and office furniture. Additionally, a person should know how to install door locks, hinges, and minor roofing repairs in both residential and commercial construction projects.
- Undertake the documentation of every work performed by proper keeping of records and materials used for each project and documenting the status of work, consumption of materials, and man-hours used to complete a task.
- Ensure the proper preventive maintenance of the tools and equipment stored in the workshop. The carpenter should undertake spot checks to guarantee the tools are in proper working conditions and undertake the necessary maintenance and repair works recommended by manufacturers of tools.
- Provide technical assistance when new tools and equipment are being purchased or being replaced. The carpenter should also be knowledgeable of the different types of tools and equipment so as to ensure the necessary products purchased meet the needs of the workshop.
3. Decision-making authority: the carpenter makes some cognitive/physical decisions while carrying out the objectives of a job. The decisions include the choice of lifting technique and body positioning when using tools and equipment to some extent. Finally, the carpenter organizes the tasks that are supposed to be carried out on a daily basis.
4. Physical effort
The carpenter is exposed to a lot of physical efforts, as the work demands and uses several tools to accomplish the tasks. The carpenter is supposed to be conversant with both hand and power tools that are found in the workshop. The tools include all types of saws, planers, levels, chisels, drills, shovel, and hammers. All of them would be used frequently and at a higher percentage of the time. Other tools to be used include wrenches, sanders, nail guns, ladders, buckets, spraying equipment, portable generator, ropes, wheel carts, wheelbarrows, and other peripheries. The carpenter should have protective equipment within the workshop and when working. The equipment includes safety vests, ear and eye protection, safety glasses, hard hats, gloves, safety boots, and fall arrest harnesses when working outdoors above suspended heights.
Constant: over 70% of the time.
Frequent: 30%-70% of the time.
Occasional: 10%-30% of the time.
Seldom: 1%-10% of the time.
Position |
Frequency In Position |
Walking |
Frequently |
Standing |
Frequently |
Lifting |
Frequently |
Climbing |
Occasional |
Pilling |
Occasional |
Pushing |
Frequently |
Cramped or confined space |
Occasional |
Sitting |
Seldom |
5. Work conditions:
The carpenter is exposed to several normal job site hazards while carrying out the tasks. The hazards include the carrying of large and heavy objects, working at heights, exposure to falling objects, exposure to moving equipment, as well as exposure to sharp tools and equipment. The carpenter is also exposed to fumes, dust, noise, odors, vibrations, oil, and grease. Additionally, the carpenter may work inside a workshop environment, thus being fully exposed to the weather. The environments expose the carpenter to several conditions, such as noise and varied weather environments.
Constant: over 70% of the time.
Frequent: 30%-70% of the time.
Occasional: 10%-30% of the time.
Seldom: 1%-10% of the time.
Work Conditions |
Frequency Of Time |
Dirt |
Constantly |
Heat |
Frequently |
Fumes |
Occasionally |
Smoke |
Occasionally |
Water |
Occasionally |
Noise |
Constantly |
Vibration |
Constantly |
Grease and Oil |
Frequently |
Dust and Shavings |
Constantly |
Office Environment |
Occasionally |
6. Educational and Training Required:
- Have a high school diploma or GED equivalent.
- Have technical training and learned safety standards.
7. Years of experience: Must have undergone through an apprentice program for about 3 years and had on-the-job training.