Legal Assistant I, II

Description

JOB TITLE: Legal Assistant I,II

DEPARTMENT: County Attorney’s Office

DATE REVIEWED: 11/2024

FLSA STATUS: Non-Exempt

REPORTS TO: County Attorney

POSITION FTE: 0.8 - 1.0

POSITION(S) SUPERVISED: None

General Position Description

The Legal Assistant will perform a variety of routine and complex clerical, secretarial, and administrative work in keeping confidential official records and providing administrative support to the County Attorney’s Office and administering standard operating procedure and policies.

Class Characteristics

Legal Assistant I is the entry level in the legal assistant class series. Employees are required to have basic legal assistant skills, but limited previous experience. Employees in this class normally work under close and continuous supervision performing repetitive or closely related duties according to established procedures. While a variety of tasks may be assigned, each step usually fits a pattern which has been established and explained before work is started. Generally, work is observed and reviewed both during its performance and upon completion. Legal Assistant I is normally considered to be in a training status, and as assigned responsibilities and breadth of knowledge increase with experience, may reasonably expect promotion to the next higher class of Legal Assistant II. The progression of a Legal Assistant I to a Legal Assistant II requires an evaluation of employee skill and performance levels by management.

Legal Assistant II is the class which is normally filled by advancement from the lower class of Legal Assistant I, or when filled from the outside, requires prior legal assistant experience. Legal Assistant II works under general supervision, and, within a framework of established procedures, is expected to perform a wide variety of legal assistant duties with occasional instruction or assistance. Adequate performance at this level requires a knowledge of departmental procedures and precedents, and the ability to choose among alternatives in solving problems. A Legal Assistant II is expected to work productively even in the absence of a supervisor. Employees in this class may often have contact with the public, answering a variety of procedural questions, or giving out factual information. A Legal Assistant II will typically serve as the primary contact/coordinator for at least two office administrative program areas. The progression of a Legal Assistant II to a Legal Assistant III requires an evaluation of employee skill and performance levels by management.

Essential Functions/Responsibilities

• Receive, coordinate and initiate contacts between County Attorney and the public, departments, agencies, courts, and public officials served by the County Attorney’s Department.
• Supply confidential clerical, secretarial, and administrative support for County Attorney.
• Support lawyers by preparing for trials and court cases.
• Effectively communicate by phone, email and in person.
• Strong organizational skills and attention to detail.
• Prioritize tasks and manage simultaneous deadlines efficiently.
• Draft pleadings and correspondence as directed by Office attorneys.
• Author and type cover letters for distribution of legal documents/materials.
• Make copies for filing, distribution and use as required.
• Service all mail and/or copies received from selected locations, departments, and agencies (sort, date and distribute as required).
• Arrange for service of process of court documents and/or coordinate acceptance.
• Set court hearings with court clerk.
• Maintain files for all correspondence and legal documents in multiple and cross-reference system.
• Distribute documented mailings in all proceedings, including filings with the courts.
• Receive, coordinate, and initiate contact between County Attorney and the public, agencies served and public officials.
• Record and bill social service agencies for reimbursement to Board of County Commissioners/ Delta County for County Attorney services provided.
• Provide office support services for County Attorney's office, including ordering supplies, arranging for equipment servicing and mail sorting.
• Monitor deadlines and manage calendars.
• Organize physical and electronic files and legal documents.
• Effectively use various computer applications (e.g., Microsoft Office suite, Google Workspace, Caselle, Bidnet Direct, NextRequest, Colorado Courts E-Filing, Colorado State Courts – Data Access, and CivicPlus).
  
  

General Job Duties

Level I

• Type and proofread all materials as requested.
• Maintain and coordinate calendar(s) and tickler for County Attorney and office.
• Maintain and update legal library as required.
• Maintain office, conference room, files and reference material in a professional and efficient manner.
• Coordinate scheduling and use of attorney conference room for meetings, etc.
• Answer phones, take and relay messages.
• Work well with others in a cooperative atmosphere showing respect and support.
• Perform other similar and related duties as assigned.
• Communicate with clients and witnesses.
  
  

Level II

• Administrative Program Area - Receive accident and incident reports from County employees and the public concerning County owned vehicles and/or equipment, process claim forms and follow through by working with the County's insurance carrier and department head or claimant.
• Administrative Program Area - Manage County Attorney office bills and process payments as needed.
• Administrative Program Area - Assist County Buyers with Requests for Proposals (RFPs) and Requests for Quotes (RFQs) through coordination of the Bidnet Direct platform.
• Administrative Program Area - Assist in coordination of Colorado Open Records Act (CORA) requests through the NextRequest platform.
• Administrative Program Area - Coordinate processes to ensure updated County Airport leases and insurance.
  
  

Requirements

Education and/or Experience

Skills

Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary for acceptable job performance. Example combinations include:

Legal Assistant I

• Graduation from high school or equivalent;
• Two semesters of instruction in legal procedures from a recognized college or business school; and
• Two years of experience in the legal assistant field with a private law firm, corporate law office or public law office is desired.
  
  

Legal Assistant II

• At least two (2) years of experience as a Legal Assistant I with Delta County Attorney’s Office.
• Must have demonstrated independent coordination of at least two (2) of the Administrative Program Areas with minimal supervision.
• Must have demonstrated intermediate level performance of all essential job duties.
  
  

Licenses/Certifications

Current and valid Colorado Driver’s License

Physical Requirements

Physical Requirements: Walk, stand, sit, type, use hands and fingers, handle or feel objects or tools, reach with hands and arms, talk, listen, hear, read, see, lift

Lifting: 25-pound requirement

Exposure to Elements: Normal office conditions

Handling of Dangerous Equipment: None

Risk of Assault or Injury: May be exposed to verbal confrontation. Will be exposed to sensitive, confidential, and difficult subject matters.