Legal Assistant

LEGAL ASSISTANT

Department Attorney’s Office
Grade  Grade 5
Reports to Office Manager / Lead Paralegal (or assigned Assistant County Attorney II)
FLSA Status Non-exempt 
Union Status AFSCME Courthouse Unit

Final Appointing Authority
This position shall not be filled until final approval of the County Administrator.  All offers of employment are made in writing by the Human Resources Department.

Job Summary
To perform secretarial duties requiring considerable knowledge of legal proceedings and documentation. To provide attorneys with direct assistance by preparing documents, organizing files, and maintaining calendars.

Supervision Received 
Employees working in this job class work under general supervision and usually receive some instruction with respect to details of most assignments, but are free to develop their own work sequences within established procedures, methods, and policies. They are often physically removed from their supervisor and are only subject to periodic supervisory checks.  

Supervision Exercised
No formal supervisory authority.  

Essential Functions 
This position description is not intended to be all-inclusive. Employee may perform other essential and nonessential functions as assigned or apparent to meet the ongoing needs of the department and organization. Regular attendance and punctuality are essential requirements of this position.

1. Drafts, composes, prepares, types, and processes a variety of legal documents and communications for the County Attorney’s department, such as criminal, civil, commitment, and child support areas, and other various legal documents and forms.  
2. Maintains attorney calendars by scheduling court appearances, appointments, meetings, and comparing or checking with the Court’s system.   
3. Manages files by opening files, preparing discovery, Rule 7, Rule 9.01 and Rule 9.02 Notices, prepares audio/visual sheet and sends to officer, obtaining certified documents, enters and updates file information in computer case tracking system, sends out discovery, Rule 7, Rule 9.01 and Rule 9.02 Notices, download evidence and burn CDs and DVDs, Notice of Content and additional discovery to defense attorney or defendant.  
4. Using Court’s eFiling system, electronically file documents and serve discovery on defense attorneys.  Using the Public Defender’s ECM Portal, electronically serve discovery on Public Defender’s Office.
5. Acts as receptionist for the County Attorney by greeting the public, answering the phones, taking messages, and screening and directing inquiries to the appropriate resources or individuals. Schedules appointments depending on the needs of the individual and the availability of department personnel. Receives, distributes and opens all mail for the department; gets postage for outgoing mail; deposits checks with Auditor’s Office; orders materials and supplies for the office.  
6. Prepares files for hearing/trial, including notification of officers and witnesses. 
7. Compiles, prepares, and distributes, claim forms, IV-D billing or Jarvis billing.    
8. Sets up and maintains office records and filing systems for all records maintained by County Attorney’s Office.   
9. Compiles and calculates billing figures.
10. Proofreads materials, reports, and correspondence for correct grammatical usage.
11. Prepares subpoenas, pleadings, motions, settlement offers and other documents as instructed.
12. Follows county policies and procedures.
13. Maintains a safe work environment.
14. Establishes and maintains effective working relationships with coworkers, supervisors, and the public.
15. Attend training as needed.
16. Performs other related duties as assigned or apparent.

Minimum Qualifications
Legal Assistant Diploma or equivalent, plus one or more years of legal assistant experience or an equivalent combination of education and experience sufficient to perform the essential duties of the position.  Typing speed of 50 w.p.m. or higher.

Notary Public issued by the MN Secretary of State.

Valid Minnesota driver’s license required. Employment reference checks and a criminal background check will be performed as part of the pre-employment process.

Knowledge, Skills, and Abilities Required

Knowledge of:
1. County and departmental policies, procedures, and practices. 
2. Knowledge of Federal, State, and local laws, rules, and regulations relevant to the work performed in this position.
3. Legal procedures sufficient to process and type documents involving difficult syntactical structure relative to departmental objectives, procedures, and goals.

Skill in:  
1. Communication and interpersonal skills as applied to interaction with coworkers, supervisor, and the general public sufficient to exchange or convey information and to receive work direction.
2. Typing skill sufficient to complete 50 net words per minute without errors. 
3. Reading, writing, and speaking English proficiently. 
4. Time management, organizing, and prioritizing work.

Ability to:
1. Present a positive attitude in the workplace; promote a spirit of teamwork and cooperation, treating others with respect, honesty, and consideration. 
2. Establish and maintain effective working relationships with attorneys, co-workers, court personnel, law enforcement, county officials, employees, defense attorneys, and the general public.  
3. Must be able to work in excess of standard hours when necessary.
4. Effectively utilize statute books.
5. Exercise good judgment when interacting with state and local officials, county personnel, county employees, other government agencies, and the general public.
6. Exercise a critical approach to problem solving, analytical thinking, and independent thinking as it relates to procedures, problems, and policy interpretation.
7. Demonstrate strong communication skills using proper grammar.
8. Use basic accounting principles and/or mathematical skills to accomplish duties.
9. Operate office equipment such as typewriters, computers, printers, postage meters, scanners, photocopiers, and other specialized equipment, depending on the needs and nature of the department.
10. Consistently follow oral and written instructions and complete tasks in a timely manner.
11. Maintain data privacy and confidentiality as required.
12. Exercise independent judgment, effective organization, and time management as it relates to office procedures.
13. Demonstrate working knowledge of the software used by Minnesota's county attorneys to access the state's computer system.

Language Skills 
Intermediate Skills - Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write reports and correspondence.  Ability to speak effectively before groups of customers or employees of the organization.

Mathematical Skills 
Basic Skills – Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Skills 
Intermediate Skills – Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills
To perform this job successfully, an individual should be proficient at using the following software:  
        
County Payroll Software/E-time, Microsoft Word, Excel, Outlook, PowerPoint, Audio/Video Recording/Editing, Minnesota County Attorney Practice System (MCAPS), Minnesota Court Information System (MNCIS), Web design, Statewide BCA lab results, Court’s eFiling Site, Public Defender’s ECM Portal, Axon Evidence, Visual Labs, Watchguard, and Internet.

Ability to Travel
Local travel is occasionally required to deliver mail, etc.

Competencies
To perform the job successfully, an individual should consistently demonstrate the following competencies (definitions attached or available upon request):

Ethics, attendance/punctuality, safety and security, dependability, analytical, design, problem solving,  technical skills, customer service, interpersonal skills, oral communication, written communication, teamwork, leadership, cost consciousness, diversity, organizational support, judgment, motivation, planning/organizing, professionalism, quality, quantity, adaptability, initiative, and innovation.

Work Environment
The work environment is a fast paced office setting with a moderate level of noise.

Equipment and Tools
Computer, copier, fax, telephone, printer, calculator, scanner, shredder, emergency weather-alert system, county-owned vehicles, personal vehicle (requires proof of insurance on file), and other job-related equipment.

Physical Activities/Requirements
Climbing, balancing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, carrying, use of fingers, grasping, talking, hearing, seeing, and repetitive motions. Must have the ability to lift and/or carry up to 50 pounds.  

While performing the duties of this job, the employee performs light work, exerting up to 50 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.  If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.  

Working safely is a condition of employment. Aitkin County is a drug-free and alcohol-free workplace.

Disclaimer
The above statements are intended to describe the general nature and level of the work being performed by employees assigned to this job classification. This is not an exhaustive list of all duties and responsibilities. Aitkin County reserves the right to amend and change responsibilities to meet organizational needs as necessary. This job description does not constitute an employment agreement between the employer and employee.

Reasonable Accommodation Notice
The County is an Equal Opportunity Employer.  In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

03/03/2022

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Our Vision: We strive to be a county of safe, vibrant communities that place value on good stewardship of local resources.
Our Mission: Aitkin County’s mission is to provide outstanding service in a fiscally responsible manner through innovation and collaboration with respect for all.
Our Core Values: Collaboration, Innovation, Integrity, People-Focused, Professionalism