Legal Office Assistant I/II - District Attorney

Legal Office Assistant I/II - District Attorney's Office

The District Attorney's Office enhances public safety and seeks justice for all community members through ethical criminal prosecution, education, rehabilitation, and crime prevention efforts. All members of the District Attorney's Office work together in a supportive, fast-paced, professional team environment. Together we fairly and justly hold offenders accountable, assist crime victims, and uphold the law. Job Highlights: This position is responsible for a variety of duties, including; prepare, organize, gather, distribution in alphabetical order all daily attorney court calendars physically and using an in-house computer case management software. Organize, locate, and distribute various confidential reports, legal correspondence, facsimiles to case files for attorney review. Gather and deliver case files and/or requested legal documents to attorney's during courtroom session. Efficiently and alphabetically organize and maintain the physical file room, deliver and pick-up mail from the assigned departmental mail receptacles. Prepare legal pleadings, letters, and documents for attorney review. Work Location: This position is located in Eureka, California. A typical work schedule for this position is M-F; 8-5 with a 1 hour lunch. This position is represented by the AFSCME bargaining unit.

Under general supervision, provides a variety of routine to difficult legal office support to various County offices, which is often confidential and may include receptionist duties, document processing, typing, word processing, computer entry, recordkeeping and filing; performs related work as assigned.

Legal Office Assistant I is the entry level class of this legal office support series. Initially under close supervision, incumbents learn general and legal office and County procedures. As experience is gained, there is greater independence of action within established guidelines. This class is alternately staffed with Legal Office Assistant II and incumbents may advance to the higher level after gaining experience and demonstrating proficiency which meet the qualifications of the higher level class.

Legal Office Assistant II is the journey level class of this series, fully competent to independently perform a variety of responsible legal office support duties. Specific duties, including the amount of typing, word processing, use of on-line or personal computers and contact with the public will vary with the organizational unit to which assigned. This class is distinguished from Senior Legal Office Assistant in that the latter assigns, directs and reviews the work of a small legal office support staff or performs the most difficult, technical, complex and/or specialized legal or court office support duties which require an additional definable body of technical knowledge or skill.

Examples of duties include: reading and processing various legal documents such as court calendars, court orders, booking slips, probation reports, criminal records, petitions, proofs of service, garnishments, arrest warrants and other legal information for maintaining records. Verifying, coding, editing, entering and retrieving legal data and preparing reports from an on-line or personal computer system following established formats; may access confidential statewide data files. Reviewing legal documents, arrest or incident records, probation reports, files and cases to identify inaccurate, inconsistent and unclear codes, data and other information; notifying appropriate staff and may participate in resolving problem situations; checking court and legal documents for proper authorization and obtaining missing signatures; referring documents to the proper Superior Court judge; issuing marriage licenses, fictitious business name statements and other documents.

Compiling data from multiple sources to complete and process legal forms, documents and reports in accordance with established procedures. Typing correspondence, reports, forms and specialized documents related to the functions of the organizational unit to which assigned from drafts, notes, dictated tapes, or brief instructions, using a typewriter or word processor; may compose standard correspondence from brief instructions; may enter and retrieve information from an on-line computer system. Proofreading and checking typed and other materials for accuracy, completeness, compliance with departmental policies, and correct English usage, including grammar, punctuation, and spelling. Establishing and maintaining office and case files; researching and compiling information from such files; closing and purging files according to established procedures. Receiving and screening visitors and telephone calls and taking messages, often in difficult or emergency circumstances; providing information regarding County or unit activities and functions to clients, the public and other staff which may require the use of tact and discretion or the interpretation of policies, procedures or guidelines; maintaining confidentiality of information. Operating standard office equipment, including word processors, facsimile equipment and central telephones. May perform general office support activities such as opening and distributing mail, processing outgoing mail, receiving and processing fees, fines or other monies, and ordering office supplies.

Knowledge of: legal documents, forms and terminology. Policies and procedures related to the department to which assigned. Business data processing principles and the use of word processing or personal computing equipment. Business letter writing and the standard format for typed materials. Office practices and procedures, including filing and the operation of standard office equipment. Record keeping principles and practices. Correct English usage, including spelling, grammar and punctuation. Business arithmetic, including percentages and decimals,and basic bookkeeping practices.

Skill in: reading and understanding legal and court documents and extracting relevant information. Performing detailed legal office support work accurately. Composing routine correspondence from brief instructions. Operating standard office equipment, including a word processor and computer terminal. Using initiative and sound independent judgment within established guidelines. Prioritizing work and coordinating several activities. Dealing tactfully and effectively with a variety of individuals, some of whom may be hostile or irate and/or from varying ethnic and socio-economic backgrounds. Organizing and maintaining accurate files and records. Making accurate arithmetic calculations. Understanding and carrying out oral and written directions.

Other Requirements: Specified positions may require skill in typing accurately at a rate sufficient to produce final documents and enter information into a computer system. Specified positions may require possession of a valid California driver's license. Specified positions may require evening or off-shift work, and may require acting as matron. Specified positions may require being able to pass a detailed background review.

Desirable Education and Experience: A typical way to obtain the knowledge and skills outlined above is: Legal Office Assistant I: One year of general clerical or office assistant experience. Legal Office Assistant II: In addition to the above, one year of experience which required the use of legal terminology and concepts to provide a variety of office support at a level equivalent to the County's class of Legal Office Assistant I.