Legal Assistant

The City of Coeur d'Alene is seeking a Legal Assistant to join the Prosecution Department's team.

The Legal Assistant performs a variety of complex, legal administrative duties designed to expedite legal services provided through the City's Legal Department.  The Legal Assistant's purpose is to assist the attorney in every detail it takes to develop and maintain a comprehensive and complete case file; it requires a clear understanding of prosecution and the law, the court system and how it operates and the required contents of a case file.  The Legal Assistant must have the ability to recognize and distinguish between each individual type of case and the charges filed in order to request the appropriate reports, certified documents from other agencies, certifications, law enforcement documentation, medical records, etc. and be able to identify what may be missing from the file and obtain it or bring it to the prosecutor's attention. The job also includes victim advocacy duties.  The work is performed under the supervision of the Senior Legal Assistant, but considerable latitude is granted for the exercise of independent judgment and initiative within the departments' standard operating procedures.  The job requires knowledge of legal court, and judicial procedures, rules, terminology, methods, documents, practices, and objectives and at least two years of experience as a legal secretary.  The work is accomplished primarily in an office environment.

• Position is open until filled. Applicants are encouraged to apply early. Initial review of applications will not be before 5pm on July 2, 2024.  Interviews will be scheduled when it is deemed that there is a qualified applicant pool.

• For complete compensation schedule: https://www.cdaid.org/files/HR/Legal.pdf(illustrative only and may vary by assignment)

• Processes and tracks multiple case files from start to finish;

• Maintains knowledge of case facts and posture of case and knows the cases' status in the judicial process;

• Works in concert with the attorney as a team and ensures that the team functions well together;

• Prepares fact sheets, sorts law enforcement documents and verifies correct documentation to open new files;

• Distinguishes between types of cases and charges filed in order to request appropriate reports and documentation;

• Contacts the appropriate jurisdiction to request certified copies of information, affidavits and/or judgments of conviction; follows up to ensure receipt of documents;

• Organizes documents to create file for attorney's review;

• Obtains reports and supporting media from multiple law enforcement agencies; reviews reports for accuracy; identifies missing information and follows-up to retrieve the same;

• Facilitates conference and court dates or other information between witnesses and attorney; provides victim/witness advocacy.

• Drafts affidavits, discovery requests and responses and other legal documents; files documents with the Court;

• Maintain accurate court calendars from notices of hearings received from court or in notes in file;

• Complies with CJIS and ILET security regulations;

• Reviews and/or prepares audio and video for presentation at trial;

• Ensures that all exhibits are clearly viewable;

• Ensures that all witnesses are present;

• Compiles statistical reports;

• Maintains and updates filing system and maintains office database, including maintaining and creating forms/macros for paperless system, and trains as needed;

• Prepares jury instructions and finalizes documents needed for trial;

• Performs receptionist duties including but not limited to answering phones; stamping and distributing incoming mail; delivering messages; faxing and shredding;

• Proofreads a variety of documents and correspondence for accuracy, completeness, spelling, punctuation and grammar;

• Prints bench calendars to ensure accuracy of court calendaring;

• Updates code changes into database system, communicates changes to appropriate personnel;

• Performs routine investigative or research duties to locate media for case files, including copying, editing by redactions, and merging segments of video and audio media; fixing/repairing broken videos;

• Performs basic paralegal research under special direction from an attorney;

• Updates and maintains the legal library;

• Reviews cases after court and completes appropriate documents for completion of case, and updates the court calendar;

• Completes a variety of legal clerical duties including copying, filing, word processing, shredding confidential documents, receiving and distributing mail;

• Handles telephone calls of a sensitive, confidential and/or difficult nature and respond to citizens and agencies in a timely and informative manner;

• Responds to management's, supervisor's, co-workers' and citizens' questions and comments in a courteous, thorough and timely manner;

• Performs time management and scheduling functions, meets deadlines, and sets project priorities;

• Maintains strict confidentiality of all matters;

• Assists other department and City employees as needed or requested.

• Performs all work duties and activities in accordance with City policies, procedures, and safety practices.

Secondary Duties and Responsibilities:

• Maintains and provides training for office databases;

• May attend Court proceedings as requested by the attorney;

• Performs other duties as assigned.

• May serve on various city committees as assigned;

• Attend and take minutes of meetings in absence of Senior Legal Assistant.

• High School diploma or GED equivalency; preferably supplemented with business and legal secretarial training; and

• Two (2) years of legal secretarial experience; or

• An equivalent combination of education and experience that provides the required skills, knowledge and abilities to successfully perform the essential functions of the position may be considered.

The requirements listed below are representative of the minimum knowledge, skill, and/or ability required for an individual to satisfactorily perform each essential duty satisfactorily and be successful in the position.

Knowledge of:

• Legal, court, and judicial procedures, rules, terminology, methods, documents, practices, and objectives;

• Operation of standard office equipment including a personal computer and job-related software applications;

• Operation of legal case management system;

• English grammar, spelling, punctuation, and composition.

Skill and Ability to:

• Perform essential job functions independently and keep managers informed;

• Maintain confidentiality related to the area of work;

• Work in a fast paced environment with numerous interruptions;

• Exercise initiative in managing an individual caseload and meeting deadlines;

• Communicate effectively with diverse persons and interests;

• Use a high degree of tact, discretion and diplomacy in dealing with sensitive situations and concerned or upset individuals;

• Establish and maintain effective working relationships with city managers, employees, and outside agencies;

• Proficiently operate computers, software programs, such as Microsoft Word, Excel, PowerPoint, or similar office software to create documents and other materials, maintain information, and generate reports;

• Use English and speak clearly for understanding;

• Listen carefully to, understand, and effectively communicate through verbal, written, and electronic communication channels;

• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;

• Perform all duties in accordance with City policies and procedures with regard for personal safety and that of other employees and the public.

Physical Demands & Work Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this classification.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of a job, on a case-by-case basis.

While performing the duties of this classification, the employee is frequently required to stand, walk, sit, use hands to keyboard or type, handle materials , or manipulate tools used in performing the essential functions of the classification, and reach with hands and arms.  The employee must (occasionally or frequently) lift and/or move up to 25 pounds.  Specific vision abilities required by this classification include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. Sufficient clarity of speech and hearing abilities required by this classification includes those which permit the employee to discern verbal instructions and communicate effectively in person, by telephone. While performing the duties of this classification, the employee works in an office setting where the noise level in the work environment is usually moderate.