Law Office Assistant 1/2 Flex (021416)

This position is open to Alaskan Residents only.

Please check out the residency definition to determine if you qualify.

This position is flexibly staffed. The level of the job offer will be based on the selected candidate's credibly possessed and proven competencies. If hired at the lower level, you will be promoted to the higher level after completing the training plan and demonstrating competency in the work.

This position will be filled at either the 1 or 2 level depending on the applicant's qualifications and job experience. It is recommended that you apply for all levels if you are qualified.

What you will be doing:

This position provides clerical support to attorneys and Agency administrators.  Law Office Assistants maintain case file information digitally and in physical files, process police reports and evidence, answer phones, file pleadings with the Court and opposing counsel, prepare routine legal documents, and assist clients.

 Law Office Assistants play a significant role in ensuring that administrative tasks are handled effectively and the office runs smoothly.  This position is one of three Law Office Assistants in the Fairbanks Office of the Public Defender Agency.

Our organization, mission, and culture:

The Sixth Amendment guarantees the right to counsel in many types of cases and the Public Defender Agency is appointed by the Court to represent people who are unable to afford counsel on their own. Law Office Assistants are an integral part of providing that representation and protecting our clients' rights.

 Law Office Assistants work closely with attorneys and other Agency staff to make sure evidence and case materials are processed and distributed quickly. They often serve as important points of contact for the Court system, opposing counsel, and the public.

The benefits of joining our team:

Support staff at the Public Defender Agency have the opportunity to learn about the legal system and hone their administrative and clerical skills to further their career development in the legal field. Most importantly, they get to do this while working as a team to provide meaningful contributions to Alaska, as the work we do impacts people's lives and protects the constitutional rights of all Alaskans.

 This important work helps improve case outcomes for individuals charged with crimes, helps re-unify families, and provides the foundation for successful re-entry into communities. Many Law Office Assistants use the skills and experience they gain to promote to paralegal, investigative, and administrative management positions within the Agency, the State of Alaska, or the private sector.

Your first 6 months in the Agency are probationary and considered a training period, with formal and on-the-job training with your supervisor and your colleagues.

The working environment you can expect:

The office is located in Fairbanks. The hours are Monday through Friday, 8:00 AM - 4:30 PM with an hour lunch at noon. The position works with Agency attorneys, paralegals, investigators and other assistants in the Fairbanks office.

Who we are looking for:

To be successful in the position, the ideal candidate will possess the following knowledge, skills, abilities and experience:

• Technological Competency: Competency with standard office equipment is expected and computer literacy and fluency with Microsoft Office is essential to handling the large volume of digital documents and evidence in cases and utilizing the digital case management system.

• Effective Communicator: Clear and professional oral and written communication is essential to anyone working in the legal field.

• Prioritization: The ability to handle shifting priorities in high-pressure situations will enable success in the position.

• Ability to Maintain Confidentiality: Strict confidentiality is required due to the nature of the work performed.

• Independent Worker: Taking initiative, exercising sound judgment, and following directions is critical in our offices.

Special Note:

• Valid Driver's License desired.

• The Public Defender Agency's user authorization with the Department of Public Safety for allowing some employees' access to the Alaska Public Safety Information Network (APSIN) requires that this position is able to pass a criminal background investigation per 13 AAC 68.215.

If this sounds like your skill set, or one you would like to develop, please submit an application through Workplace Alaska.

PI01A1 - Law Office Assistant 1

One year of experience that involves some combination of providing significant customer service contact; eliciting or exchanging information as related to requirements or procedures necessary to secure services, authorizations, or goods on behalf of the client; and/or performing standard administrative tasks such as preparing correspondence or reports, filing, entering data, receiving payments, and/or maintaining logs and includes the regular, proficient use of electronic management information systems and word processing and other standard business software applications.

Substitutions:

Any combination of post-secondary education from an accredited college or university (2.67 semester hours or 4 quarter hours equal one month) in any area of study and/or applicable experience, as defined above, may substitute for the required experience.

An associate's degree or specific vocational-technical certification in a legal support career area (e.g., paralegal, legal assistant, legal secretary, or criminal justice) may substitute for the required experience.

Vocational-technical certification in a generalized business support career area (e.g., administrative office technology, business and marketing management, entrepreneurship, or office assistance) may substitute for up to 6 months of the required experience.

PI01A2 - Law Office Assistant 2

One year of specific experience as a Law Office Assistant 1 with the State of Alaska;

OR

Successful completion of training under a formally established Law Office Assistant 1-2 flexible staffing training plan with the State of Alaska;

OR

One year of experience in a law office, or other administrative experience that includes the regular, proficient use of electronic management information systems and word processing and other standard business software applications for preparing, reviewing, or processing legal documents such as affidavits, court reports, demand letters, discovery requests or responses, entries of appearances, hearing transcripts, memoranda of advice/instruction, motions, legal opinions, subpoenas, and/or writs.

Substitutions:

A bachelor's degree in a legal field of study may substitute for the required experience.

An associate's degree or specific vocational-technical certification in a legal support career area (e.g., paralegal, Law Office Assistant, legal secretary, or criminal justice) may substitute for up to 6 months of the required experience.

Post-secondary education from an accredited college or university in a non-legal field of study may substitute for up to 6 months of the required experience (2.67 semester hours or 4 quarter hours equal one month).

Vocational-Technical Certification in a generalized business support (e.g., administrative office technology, business and marketing management, entrepreneurship, or office assistance) career area may substitute for up to 3 months of the required experience.

Special Note (All Levels):

Most positions require incumbents to be able to obtain a Notary Public upon hire, and to be able to pass a criminal background check to meet security requirements for using criminal record networks such as APSIN and National Crim Enforcement Information Center/National Law Enforcement Telecommunications System (NCIC/NLETS). If this requirement is present, it will be stated in the vacancy announcement.

Some positions are required to work regular overtime during the standard workweek, on weekends, and/or holidays to provide support to the assigned duty attorney. If this requirement is present, it will be stated in the vacancy announcement.

At time of interview, please provide the following: 

• A copy of academic transcripts (unofficial are okay; please ensure that the institution name/URL is listed on the transcripts) is used to verify that you meet the minimum qualifications.

• Three (3) professional references we may contact by phone, two (2) who have had supervisory experience over you, including current email and/or daytime phone number.

APSIN/ACOMS

In order to be granted access to the Alaska Public Safety Information Network (APSIN) and Alaska Corrections Offender Management System (ACOMS), the individual who is selected for this position is required to pass a background investigation and may be fingerprinted. Full disclosure of ALL past criminal convictions (both misdemeanor and felony) at the time of application is required. Convictions may lead to disqualification due to the requirements necessary to access these systems.

Please read the below information carefully. This applies to your application submission.

SUPPLEMENTAL QUESTIONS

For your application to be evaluated, you must answer the Supplemental Questions. Be specific in your answers and tell us how you acquired the relevant experience.

Please use complete sentences and proof-read your submissions when answering the supplemental questions. Your responses will be considered a writing sample and will be used to determine which applicants will advance to the interview phase of the recruitment process.

EDUCATION

To verify education is being used to meet and/or support the required minimum qualifications/competencies, you must fill in the Education section of the application. If you have not obtained a degree, please indicate the number of units completed. Copies of transcripts are required to verify educational credentials used to meet or support the minimum qualifications/competencies for a position and are required with each application. (Unofficial is okay; please ensure the institution/URL name is listed on the transcripts). Transcripts can be attached at the time of application or provided at the time of interview; if not, transcripts will be required before employment.

SPECIAL INSTRUCTIONS FOR FOREIGN EDUCATION

Education completed in foreign colleges or universities may be used to meet the above requirements, if applicable. If utilizing this education you must show that the education credentials have been submitted to a private organization that specializes in interpretation of foreign educational credentials and that such education has been deemed to be at least equivalent to that gained in conventional U.S. education programs; or an accredited U.S. state university reports the other institution as one whose transcript is given full value, or full value is given in subject areas applicable to the curricula at the state university. It is your responsibility to provide such evidence when applying.

THIS RECRUITMENT IS FOR ALASKA RESIDENTS ONLY

This recruitment is open to Alaska Residents only. Applicants must meet Alaska Residency Requirements in order to be considered for employment at this time.

WORK EXPERIENCE

Applications will be reviewed to determine if minimum qualifications are met. Therefore, all work experiences the applicant is using to meet minimum qualifications for this position must be documented in the application package.

 Please include the employer's name, your job title, dates of employment, and whether the employment was full or part-time. Applicants who submit packages that do not provide sufficient information to demonstrate minimum qualifications are met may not advance in the selection process.

NOTE: Attaching a resume or curriculum vitae is not an alternative to filling out the application in its entirety. Noting "see resume or CV" or any similar response on any portion of your application may lead to a determination your application is incomplete and removal from consideration for this job posting.

MULTIPLE VACANCIES

This recruitment may be used for more than one (1) vacancy. The applicant pool acquired during this recruitment may be used for future vacancies for up to ninety (90) days after this recruitment closes. Interested applicants are encouraged to apply to each recruitment notice to ensure consideration for all vacancies.

EEO STATEMENT

The State of Alaska complies with Title I of the Americans with Disabilities Act (ADA). Individuals with disabilities, who require accommodation, auxiliary aides or services, or alternative communication formats, please call 1-800-587-0430 or (907) 465-4095 in Juneau or TTY: Alaska Relay 711 or 1-800-770-8973 or correspond with the Division of Personnel & Labor Relations at:

P.O. Box 110201, Juneau, AK 99811-0201. The State of Alaska is an equal opportunity employer.

NOTICE

If you choose to be contacted by email, please ensure your email address is correct on your application and that the spam filter will permit email from the 'govermentjobs.com' domains. For information on allowing emails from the 'governmentjobs.com' domains, visit the Lost Password Help page located at https://www.governmentjobs.com/OnlineApplication/User/ResetPassword.

WORKPLACE ALASKA APPLICATION QUESTIONS & ASSISTANCE

Questions regarding application submission or system operation errors should be directed to the Workplace Alaska hotline at 1-800-587-0430 (toll free) or (907) 465-4095 if you are located in the Juneau area. Requests for information may also be emailed to recruitment.services@alaska.gov.

For applicant password assistance, please visit: https://www.governmentjobs.com/OnlineApplication/User/ResetPassword

For specific information in reference to the position, please contact the hiring manager:

Rhonda Thayer, Administrative Officer 1

Phone: 907-334-4400

rhonda.thayer@alaska.gov