Legal Staff Assistant

Legal Staff Assistant (Contract)

SUMMARY : This is secretarial, paralegal, and clerical work responsible for processing a variety of administrative functions for district attorneys, public defenders, or county attorneys. Work involves attention to detail, a thorough understanding of legal research and secretarial tasks, public contact, interpretation of policies and procedures, and may include special assignments involving independent research. This class is similar to that of other responsible secretarial positions; however, a majority of work done includes the use and understanding of law, legal procedures, and legal terminology. The employee in this class must be sufficiently familiar with such processes and procedures to be able to complete legal forms and follow legal procedures independently. Work involves extensive contact with other county officials and employees, other courts, attorneys, and the general public.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Duties include but are not limited to:

· Performing a variety of routine administrative and paralegal duties

· Performing basic legal research under the supervision of the attorney

· Receiving new case information:

o Determining type of case or file

o Opening, labeling file, and assigning to appropriate attorney

o Determining case material needed including witness interviews

o Requesting case material from appropriate officer

o Typing production orders

o Data entry

· Obtaining by mail and in person background information from other courts or agencies such as certified copies of prior convictions, ordinances, resolutions, contracts, et cetera

· Preparing cases for pre-trail diversion program and notifying other parties

· Preparing cases for transfer and notification

· Interviewing witnesses and other individuals as needed

· Preparing, determining wording for, and proofreading a variety of correspondence, legal forms, and documents which may include: accusations and indictments for presentation to Grand Jury, complaints, petitions, answers, responses, motions, discovery documents, briefs, opinions, proceedings, orders, decisions, contracts, ordinances, resolutions, commitments, affidavits, court calendar of events, status of motions, and other legal documents

· Maintaining knowledge of new laws and wording on legal documents

· Scheduling appointments and meetings for attorneys.

· Coordinating meetings:

o Ensuring that room and supplies are available

o Preparing schedule or agenda

§ responsibilities include

§ Sending letters and materials to jurors

§ Arranging transportation for inspection by Grand Jury

§ Preparing Grand Jury presentments

· Maintaining daybooks and tickler files

· Coordinating court staff, defendants, and witness schedules to assure scheduled court appearances

· Dispersing completed court calendar information to appropriate offices

· Preparing court documents for service on opposing parties

· Filing documents in the Clerk of Court’s office

· Responding to telephone calls internally and from the public and/or attorneys concerning cases, issues, forms and procedures; conferring with law enforcement agencies, courts, and other agencies on status of charges or case material; scheduling preliminary hearings and appointments with witnesses, victims, complaining parties, et cetera

· Entering pleas, attorneys’ names, bench warrants, and other pertinent information on court calendar

· Sending out subpoenas

· Handling incoming and outgoing mail

· Serving as liaison between other public and private offices

· Serving as notary public

· Keeping legal publications current

· Writing and preparing correspondence, legal, and financial documents

· Maintaining confidential file

· Performing other duties as assigned

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM EDUCATION and/or EXPERIENCE:

· High school diploma or GED, supplemented by college-level or vocational course work in a related field

· Five years professional, legal, or paralegal related work experience

· An equivalent combination of education and experience may be considered

ELIGIBILITY REQUIREMENTS:

• Must be 18 years of age or older
  

CERTIFICATES, LICENSES, REGISTRATIONS:

· Possess and maintain a valid Georgia Driver's License (Class C) and a satisfactory motor vehicle record (MVR)

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of or ability to learn county and department operations, ordinances, policies, procedures, terminology, and materials as they relate to assignment
• Knowledge of or ability to learn applicable state, federal, state, and local codes and ordinances, laws, rules, and regulations as they relate to assignment

· Knowledge of business English, spelling, and grammar and legal terminology

• Knowledge of court systems, rules, practices, and procedures; legal terminology, documents, regulations, and state laws related to assigned court/legal office
• Knowledge of modern court/legal office practices, methods, and equipment
• Skill in creating, maintaining, and organizing accurate, detailed, and complete records in accordance with standard record-keeping and filing procedures
• Skill in performing tasks which require attention to detail, and completing assigned jobs efficiently and correctly
• Skill in planning, prioritizing, and organizing work; ability to handle multiple work assignments and deadlines efficiently, accurately, and professionally
• Skill in transcribing tapes if required by assignment
• Skill in the use of personal computers, MS Office Suite, databases, spreadsheets, and word processing; typing and entering data into a computer system accurately and efficiently, 35 words per minute minimum
• Ability to apply common sense to understand, follow, and complete verbal and written instructions
• Ability to communicate and interact clearly and effectively with all those contacted in the course of work in a professional and courteous manner, both orally and in writing; establishing and maintaining effective, professional, and cordial working relationships
• Ability to handle confidential information professionally and to exercise discretion in performing assigned job duties; inability to maintain confidentiality will be grounds for dismissal
• Ability to make sound, independent decisions within policy guidelines by exercising good judgment and intelligent situation-assessment
• Ability to read and comprehend a variety of documents, memos, instructions, correspondence, policies, et cetera
• Ability to create clear and concise reports, records, correspondence, reports, policies; ability to prepare standard legal documents such as affidavits and subpoenas
• Ability to remain composed, professional, and pleasant in a stressful, fast-paced, high-volume environment
• Ability to resolve routine and non-routine problems and complaints by applying or adapting established policies and procedures
• Ability to work in a team setting

· Ability to work independently in the absence of specific instructions or direct supervision

TOOLS AND EQUIPMENT USED:

Personal computers Photocopiers Fax machines Calculators

Telephones Scanners Assorted modern office equipment

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl

· The employee must occasionally lift and/or move more than 10 pounds

· Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Work is performed in an office environment

The noise level in the work environment is usually moderate

Employment Opportunities (Section 13-50)

“ The recruitment, selection, appointment and promotion of employees shall be in such a manner as to promote equal employment for all persons without regard to race, age, color, creed, religion, ancestry, sex, national origin, physical handicap or political affiliation.”