Legal Assistant

• Graduation from high school or GED
• Coursework or hands-on training and experience in office management or doing secretarial work.
• Two (2) years of experience working in a legal department, law firm, or a job connected with criminal law is preferred.
• Responsible administrative office support experience.

• Valid Driver’s License.
• Background Check, certain criminal convictions will disqualify a person from this position.
• Criminal Justice Information System Certification.

The Legal Department, under the direction of the Prosecuting Attorney, is hiring an assistant! Typical responsibilities include broad administrative support as required, data entry, accounting, reporting, research, and special projects as assigned. Accuracy, attention to detail, and the ability to coordinate and communicate effectively while managing a voluminous caseload, and providing exceptional internal and external customer service are required of this role. Additionally, duties include supporting office operations and activities, including specifically delegated substantive legal work as well as; performing legal research, assembling documentation for legal requests and cases; preparing briefs, pleadings, and other legal documents; filing documents with the court system; and maintaining accurate casefiles.

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. The essential functions of the incumbent include, but is not limited to the following:

Primary Responsibilities

1. Reviews case records and assembles necessary information for legal proceedings.
2. Reviews, organizes, and indexes pleadings, discovery requests, and responses for attorney review and approval. Assists with the preparation, filing, and service of pleadings.
3. Drafts and finalizes legal documents for attorney review (e.g., misdemeanor, hospitalization, civil, infractions), before they are filed with the court or forwarded to the defendant or opposing counsel.
4. Coordinates the collection, review and production of documents and responding to discovery requests.
5. Assists attorneys in preparation for trials, sentencings, and other hearings, which may include research, gathering background information and materials, review and organization of documents, exhibits, witness notification, summarizing deposition and trial transcripts and exhibits, and various administrative duties related to such.
6. Reviews and redacts written materials, as well as video and/or audio files using electronic hardware and software, to help respond to disclosure requirements or prepare for trial.
7. As a dependable and disciplined self-starter, manage routine and advanced duties for the assigned department or division to ensure the efficient and smooth day-to-day operation of the department or division.
8. Provide support to victims and witnesses within professional boundaries both in person and over the phone by providing resources, listen to requests, and to help prepare them for court hearings and meetings.
9. Communicate with Pro Se defendants to facilitate signing resolution paperwork authorized by the Prosecutor via in-person or telephone communication.
10. Review forms, data, and other information and documents to ensure accuracy and conformance with established procedures and/or policies.
11. Assists with Managing City Prosecutor’s calendar, coordinates meetings and events, and offers general staff support, tracks office projects and maintains related files and records; develops and maintains extensive filing systems and computerized systems to maintain records and data.

Additional Duties may include the following

1. Answer the City’s general telephone line and assist members of the public who walk into the Legal Department/Administration Department and provide answers or direction to the general public.
2. May be requested to serve as a Deputy City Clerk to provide staff support and clerical and administrative assistance to boards, commissions, and committees as directed; take and transcribe detailed minutes; prepare reports, agendas, correspondence and other materials as assigned.
3. Perform a variety of receptionist duties; provide general information on departmental processes, procedures, projects, etc., or refer to appropriate staff members.
4. Review and send departmental mail as needed, direct mail when addressed to Prosecutor, and determine the correct course of action.
5. Assist staff with special projects as assigned; research projects as assigned; coordinate communications with other departments, agencies, civic groups and cities as assigned.
6. Assists with Legal Assistant or Paralegal – Civil Division duties and responsibilities as needed.

Job Performance Minimum Expectations

1. Works well under pressure; meeting multiple and sometimes competing deadlines.
2. Maintains composure in a variety of settings while managing customer requests.
3. Shall at all times demonstrate cooperative behavior with colleagues, supervisors, and members of the public.
4. Use excellent oral and written communication skills, serve as initial point of contact, answer phones and greet external customers and internal customers or staff; be a reliable resource for all department or division staff and activities to manage information flow efficiently.
5. Exercise good judgement in all matters including maintaining confidentiality as appropriate in all responsibilities and tasks.