Legal Assistant

Legal Administrative Support

This position serves as a critical member of the Office of Corporation Counsel, providing advanced legal administrative support essential to the effective delivery of legal services to the County. Responsibilities include the preparation, review, and processing of legal documents and court filings; coordination and management of legal calendars and schedules; preparation of materials and case files for court hearings, administrative proceedings, and other legal matters; and serves as a primary point of contact for internal and external stakeholders involving time-sensitive legal matters. The position also performs specialized word processing, records management, and communications duties that support the efficient operation of the office and ensure compliance with legal and procedural requirements.

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned.

• Schedules and prepares cases for court hearings, ensuring timely notice and adherence to legal requirements for: Chapter 48 Children in Need of Protection or Services and Termination of Parental Rights; Chapter 51 mental commitments and recommitments; Chapters 54/55 guardianship/protective placements and annual protective placement reviews, small claims and collection proceedings; and Zoning and other Code enforcement.
• Establishes case files, creates files for trial, and contacts individuals for court appearances, schedules hearing, trial dates and times, which must be completed in a very short timeframe such as 48 to 72 hours for initial hearings.
• Drafts and prepares legal documents for review by the office attorneys and filing with circuit courts, appellate courts and administrative tribunals, including, but not limited to: legal briefs, stipulations, orders, summonses, complaints, petitions, affidavits, notices, and subpoenas as set forth by state statutes, administrative code or Federal Rules.
• Tracks statutory deadlines, court dates, discovery deadlines, and case status information using case management system.
• Obtains certified copies of medical, state, and court records as needed for trial exhibits.
• Performs redactions of reports and court records for disclosure to parties to cases, defense attorneys, and Guardian ad Litems in compliance with Wisconsin statutes.
• Initiates contact with law enforcement officers and social workers to gather information, documents, and reports needed for case processing and exhibits.
• Maintains legal records and case files through accurate filing, indexing, retention, and records management practices to ensure compliance with statutory requirements.
• Assists attorneys during court proceedings and jury trials by coordinating witnesses, organizing exhibits, preparing documents, and providing courtroom support.
• Maintains scheduling calendars and reminder system for appointments, meetings, court proceedings and deadlines for department attorneys.
• Assists attorneys with legal research by locating statutes, regulations, case law, and related reference materials and preparing information in memorandum or other requested formats.
• Performs administrative support activities including document preparation, correspondence, scanning, copying, filing, mail processing, and maintenance of legal records.
• Serves as a receptionist by answering telephones and greeting visitors and provides general information and resources to citizens when requested.
• Updates legal resources with supplements and replacement pages.
• Prepares and maintains accurate meeting minutes for subcommittees to which an attorney is assigned.
• Notarizes documents for both staff and the public.
• Performs the job duties of the Paralegal in their absence.
• Other duties as assigned.

This section details the essential competencies required to perform the job effectively, including a mix of technical knowledge, practical skills, and personal attributes.

• Knowledge of legal terminology, legal formats, processes, and the administrative details of the legal assistant process, including the ability to accurately interpret statutory language.
• Knowledge of Wisconsin Statutes, court procedures, filing requirements, and legal forms applicable to assigned practice areas.
• Knowledge of County policies, procedures, practices, and local government organization and departmental operating requirements.
• Knowledge of current legal office practices, procedures, and equipment; general knowledge of standard office operations; and the ability to type accurately at a reasonable rate of speed and operate a multi-line telephone system.
• Technical proficiency in the use of relevant software applications, databases, standard office equipment, and other technology tools relevant to the position (e.g., Microsoft Office, Outlook, SharePoint, etc).
• Ability to take and maintain legible notes and accurately incorporate essential details when preparing legal and court documents.
• Ability to prepare court documents in a timely and accurate manner.
• Ability to perform detailed work accurately and independently within strict time limits, while prioritizing a high volume of work and adapting to changing priorities with minimal supervision.
• Ability to analyze information, organize legal records, and accurately prepare legal documents and correspondence.
• Ability to establish and maintain effective working relationships with local and statewide legal system agencies, law enforcement, interdepartmental personnel, attorneys, victims, witnesses, family members, media, and the general public.
• Strong organizational and time-management skills, with the ability to work accurately, maintain attention to detail, and meet deadlines.
• Ability to work the allocated hours of the position.

This section outlines the communication abilities necessary for effective performance. These skills reflect the need to interact with the public, colleagues, and other stakeholders in a clear, professional, and effective manner.

• Ability to communicate effectively in English, both verbally and in writing, with a wide range of individuals, including the public, colleagues, and supervisors.
• Ability to read, interpret, and apply information from complex documents such as laws, regulations, policies, procedures and reports.
• Ability to prepare clear, concise, and accurate written communications, including reports, correspondence and documentation, tailored to the audience's needs.
• Ability to communicate professionally with attorneys, courts, County departments, clients, and members of the public, handle inquiries, resolve conflicts, and build positive relationships with a diverse population.

Ability to perform basic mathematical calculations required for administrative and recordkeeping functions.

This section outlines the cognitive skills required to perform the job effectively. This includes the ability to apply logic, make decisions, solve problems, and understand complex information.

• Ability to understand and carry out verbal and written instructions.
• Ability to interpret and implement local policies and procedures, written instructions, correspondence, and applicable Federal, State, and local regulations.
• Ability to define and solve problems, analyze facts, use sound judgment, and deal effectively with a variety of situations.
• Ability to think quickly, maintain self-control, and adapt to stressful or time-sensitive situations.
• Ability to maintain confidentiality and exercise discretion when handling business-related files, reports, and conversations in compliance with open records laws and applicable State and Federal statutes and regulations.

The physical and work environment characteristics described in this description 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 or as otherwise required by law. Employee needing reasonable accommodation should discuss the request with the employee's supervisor.

• This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, frequently requires standing, using hands to handle, feel, and perform fine motor skills and repetitive motions, and occasionally involves walking, stooping, kneeling, crouching or crawling and reaching above shoulder level or below the waist.
• Visual ability to perform tasks such as reading documents, operating vehicles, using computer screens, or working with detailed data.
• Ability to communicate and exchange information effectively with others.
• Work has no exposure to environmental conditions.
• Work is generally in a moderately noisy location (e.g. business office, light traffic).

Work is primarily in an office setting.

Associate degree in legal assistant, paralegal, business administration, or closely related field. Minimum of two (2) years' work experience in a legal setting or law office. Five (5) years' previous work experience in an office with an emphasis on civil law will be considered in lieu of the required Associate degree. Must obtain Notary Public certification upon hire.

Starting pay is determined within the expected hiring range based on qualifications, directly related experience, and internal equity. Employees may advance through the full salary range in accordance with County policy.

Expected Hiring Range: $24.10 - $27.27/hour

Full Salary Range: $24.10 - $33.59