Senior Legal Assistant at Scott County (MN) – Shakopee, Minnesota

Senior Legal Assistant
Location Shakopee, MN
Time Type Full time
Job Requisition ID 26-0011

Hiring Range:

$29.09 - $34.22

Full Pay Range:

$27.37 - $41.06

Job Summary:

Independently performs a variety of complex legal administrative duties in the fast-paced office of the County Attorney. Provides comprehensive legal administrative support to attorneys and staff. Drafts and assembles various legal documents. Opens, prioritizes, organizes and maintains case files and calendars; conducts criminal history checks; coordinates and assists in scheduling court hearings and provides support to attorneys in preparation for hearings, trials, and meetings. Prepares and serves discovery and pleadings, notifies witnesses for upcoming court hearings, coordinates testimony at hearings and trials; and assists in the courtroom upon request. Serves as a liaison with others, maintaining continuous contact between law enforcement agencies, Court Administration, Community Corrections, the general public, defense attorneys, defendants, and members of the public relating to criminal and civil matters.

ESSENTIAL DUTIES

• Provides specialized legal administrative assistance and support to attorneys in a fast-paced County Attorney’s Office.

• Receives time-sensitive information and referrals and manages documents and exhibits for Attorney review and legal action; assesses workload and deadlines and initiates timely action and response on behalf of the office.

• Prepares, transcribes, and drafts a multitude of legal documents, such as forms, petitions, subpoenas, formal complaints, orders, and correspondence, using a variety of software programs.

• Obtains and tracks criminal histories, convictions, aliases, current active case files, and any other relevant information as required concerning parties and participants in the court process; secures police reports, sends out notices, and assists with subpoenas and orders.

• Sets-up and compiles case documentation: Opens and closes files; opens, sorts, and reads incoming correspondence, both electronically and hard copy; answers letters, as authorized by attorneys; reviews hearing notes and notices for accuracy and communicates with Court Administration; responds to calls from the general public providing information as required.

• Notifies witnesses in a timely manner; informs witnesses of court hearings’ statuses; and keeps attorney informed as to witness availability.

• Assembles trial notebooks and organizes case files for use at trial; attends trials or other court proceedings to assist attorneys; provides feedback to attorney.

• Monitors and collect unpaid court fines.

• Handles calls, faxes, and emails from law enforcement requesting administrative subpoenas. Prepares and submits subpoenas. Fields questions regarding whether information can be subpoenaed or not. Searches the National Consortium for Justice Information and Statistics for appropriate authority for submission of subpoenas.

• Works collaboratively and in cooperation with other counties and agencies within and outside the state of Minnesota.

• Attends and participates in court, hearings, and meetings upon request, where deference and adherence to decorum is imperative.

• Receive, review and serve all discovery on defense counsel; review file with law enforcement files to be sure all discovery is received and disclosed promptly; request and monitor additional discovery as needed and serve on defense counsel.

• Maintains attorney calendars and files.

• Answers and screens incoming phone calls and emails and responds to walk-in inquiries from the public and other county employees and departments.

• Processes daily court calendar; troubleshoots issues and resolves conflicts.

• Searches for and provides driver's license information, criminal history, and any other pertinent information to help attorneys make well-informed charging decisions.

• Takes necessary steps to recognize and resolve suspense files.

• Utilizes, organizes, develops, updates, and maintains numerous databases and records (e.g. MCAPS, Portals, DVS, Evidence.com, LETG, E-filing/E-service); responsible for file retention.

• May perform other related administrative tasks, including back-up support, help train new staff and assist in development/revision of support staff policies and procedures to support the ongoing functioning of the office.

• Works the hours and/or shifts assigned and begins and ends work on time.

• Performs other related duties as required or assigned.

MINIMUM QUALIFICATIONS
Requires equivalency of an associate's degree and two years of legal, administrative work experience, preferably in a law office. Four years of legal experience may substitute for the degree. Ability to pass CJIS fingerprinting is required.

PREFERRED QUALIFICATION(S)

Experience with MNCIS, MCAPS, and/or previous criminal experience in a County Attorney's Office are highly desirable.

SUPERVISORY CONTROLS

The employee is under general supervision from the Attorney's Office Supervisor. With latitude for independent judgment, work is performed according to established procedures and verbal and written instructions from the supervisor. Work is reviewed by the supervisor and/or attorneys for accuracy and adherence to office procedures.

CORE COMPETENCIES AND ABILITIES
Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.

Communication - Is always clear about what we're doing and why we're doing it.

Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.

Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.

Empowerment - Works with individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.

Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.

Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.

Knowledge – Knowledge of legal clerical practices including legal terminology, documents, forms, and procedures.

Knowledge of policies, procedures, practices and services of the County Attorney's Office.

Knowledge of Court procedures, practices, and decorum.

Knowledge of proper business English, spelling, punctuation, and grammar.

Knowledge of MN government data privacy and regulations for the proper handling and management of criminal, juvenile, and civil legal documents.

Abilities – Ability to exercise initiative and independent judgment in the completion of a variety of legal work.

Ability to keep cases moving and to problem-solve in the absence of specific instructions.

Ability to communicate both orally and in writing and to make decisions in accordance with laws and policies.

Ability to prioritize and multi-task amid competing pressures and needs.

Ability to proficiently use MS Office software and other computer programs for the performance of essential duties.

Ability to use appropriate discretion in dealing with matters of a confidential nature.

WORK ENVIRONMENT AND PHYSICAL DEMANDS
Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in an office setting.
Physical activities include sedentary to light work: Reaching, sitting, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files and equipment necessary for performing the essential duties of the job.

SELECTION PROCESS

Selection for this position will be based on a minimum qualifications screening and rating of training and experience. Top candidates will be forwarded to hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval by the County Board.

Work Location:

Shakopee, MN

A comprehensive benefits package is provided for all employees who work 20 hours per week or more. For detailed benefit information visit the Scott County Benefit Hub using this LINK