Sr Legal Assistant

General Description

NOTE:This is a part-time, 30 hour/week position.Under general supervision, performs advanced secretarial and clerical duties of a legal nature for the State's Attorney's Office. The work requires knowledge of the criminal court system and procedures, an understanding of legal terms, forms and documents, and an understanding of caseflow from initial paperwork to post disposition matters. Work involves a high volume of cases and performance of varied tasks including accessing databases to obtain and enter case information; producing legal documents, correspondence, and notices using word processing software and SAO database. Considerable judgment and independent action establishing or adapting work procedures to new situations is also required. The work requires the exercise of a high level of discretion. Work is performed under the general supervision of a division chief.

Essential Functions

• Operatepersonalcomputer,variousPCoperationsandsoftware-wordprocessingwith speed and accuracy.

• Assistattorneyswithtasksasnecessary.

• Inputsandmaintainsdataincasemanagementsystemandensuresdataintegrity.

• Composes and/or generates legal documents such as complaints, petitions, orders, motions, indictments,juryinstructions,notices,subpoenas,informations,searchwarrantsandreturns, and related documents and forms.

• Typegeneralcorrespondenceforattorneysandcounselors(noticestovictimsandwitnesses)

• Preparecourtcallmaterial,ensurethatfilesareinorderandpoliceofficershavebeen notified.

• Mayassistinspecialized researchas assigned.

• Filedocumentsinproperfiles.Organizeandmaintainfiles.Retrievefiles;liftstacksoffiles weighing up to 30 pounds..

• Preparefilesforpreservationinarchivestorageordestructioninaccordancewith regulations.

• Complete and forwarduniform disposition reports to Illinois State Police Bureau of IdentificationforState'sAttorney'sOfficecompliancewithfederalrulesandregulationsand State statute.

• Handleinquiries,provideassistance;takeandconveymessagesforattorneys,investigators, and counselors

• Delivercourtdocumentsandfilestocourtroomsasneeded.

• AccessandutilizeSAOandcourtcomputersystemforcaseinformationandstatus.

• Operatecopymachine,fax,scannerandotherofficemachines.

• Assistreceptionandclericalstaffinotherdivisions.

• Notarizedocuments.

• Perform related work as required or assigned.

• Maintaincomplexlegalrecordsandpreparematerialfromsuchsources.

• Lead in the work of other clerical staff assigned to the division or office.

Knowledge Skills Abilities and Education Required

• ConsiderableknowledgeofPCoperationsandsoftware(Microsoftprograms-Outlook, Word, Excel) are required.

• Excellenttypingskills;speedand accuracyarerequired.

• Goodknowledgeofpracticesandproceduresofalawoffice

• Goodknowledgeofthecourtsystem,legalforms,documentsandterminology

• Abilitytocomposelegaldocuments,reportsandcorrespondence.

• Maintaincomplexlegalrecordsandpreparematerialfromsuchsources.

• Excellenttelephoneskillsandknowledgeoftheoperationofamultiplelinetelephonesystem.

• Abilitytooperateahighvolumetelephonesystemcalmlyandefficiently.

• Goodknowledgeofofficeequipmentandfilingsystems.

• Goodknowledgeofgeneralmath,spelling,punctuationandgrammar.

• Readilyacquireknowledgeofapplicablepoliciesandprocedures.

• SuccessfullycompleterequirementsoftheIllinoisLawEnforcementAgenciesDataSystem (LEADS) Operator Certification.

• Makeminordecisionsinaccordancewithlaws,ordinances,andestablishedoffice procedures.

• Abilitytoprioritizeworkandmaintainworkflowinhecticenvironment.

• Abilitytoidentifyquestionsthatshouldbeansweredbyanattorney.

• Abilitytoexpressone'sselfclearlyandconcisely.

• Abilitytousegoodjudgment,tactandcourtesy.

• Ability to exercise discretion, confidentiality, and uphold the ethical standards of the legal profession.

Competency:

Toperformthejobsuccessfully,anindividualmustdemonstratethefollowingcompetencies.

• AnalyticalBSynthesizescomplexordiverseinformation;collectsandresearchesdata;uses intuition and experience to complement data; designs work flows and procedures.

• Problem Solving-Identifiesandresolvesproblemsinatimelymanner;gathersand analyzes information skillfully; develops alternative solutions.

• Oral Communication-Speaksclearlyandpersuasivelyinpositiveornegativesituations; listens and gets clarification; responds well to questions; participates in meetings.

• Written Communication- Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.

• Change Management-Developsworkableimplementationplans;communicateschanges effectively.

• Quality Management-Looksforwaystoimproveandpromotequality;demonstrates accuracy and thoroughness.

• Organizational Support-Followspoliciesandprocedures;completesadministrativetasks correctly and on time; supports organization's goals and values.

• Strategic Thinking-Developsstrategiestoachieveorganizationalgoals;adaptsstrategyto changing conditions.

• Judgment-Displayswillingnesstomakedecisions;exhibitssoundandaccuratejudgment; supports and explains reasoning for decisions; includes appropriate people in decision- making process; makes timely decisions.

• Planning/Organizing-Prioritizesandplansworkactivities;usestimeefficiently.

• Professionalism-Approachesothersinatactfulmanner;reactswellunderpressure;treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.

• Quantity-Meetsproductivitystandards;completesworkintimelymanner;strivesto increase productivity; works quickly.

• Safety and Security-Observessafetyandsecurityprocedures;usesequipmentand materials properly.

• Adaptability-Adaptstochangesintheworkenvironment;managescompetingdemands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.

• Attendance/Punctuality-Isconsistentlyatworkandontime.

• Dependability-Followsinstructions,respondstomanagementdirection;takes responsibility for own actions; keeps commitments.

• Initiative- Seeks increased responsibilities; takes independent action.

Physiological Factors

The physical demands described here are representative of those that must be met by an employeetosuccessfullyperformtheessentialfunctionsofthisjob.Workingconditions representative of general office environment.

• While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; talk and hear.

• Employeemustbeabletoliftstacks offilefoldersweighing upto30 pounds.

• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Psychological Factors

The psychological demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Ability to effectively and professionally handle and respond to verbally abusive individuals or disparaging conduct.

• Abilitytomaintainpleasantworkingrelationships.

• Abilitytooperateundercontinuouspressure.

• Ability to perform multiple tasks simultaneous

SuggestedTrainingandExperience:

Completion of a standard high school program supplemented by college courses, business school training, and computer/software classes and four years' experience in administrative support work in a law office or law related area; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

Supplemental Information

Reasonable accommodations may be made in order to perform the essential functions. This job description describes a general category of jobs. In order to meet the needs of the Lake County State's Attorney's Office, employees may be assigned other duties, in addition to or in lieu of those described above, and any duties are subject to change at any time.

Any offer of employment is contingent upon the successful completion of a background screening, drug and alcohol testing and may include a pre-employment medical exam.

Lake County is committed to being a diverse and inclusive workplace and is proud to be an equal opportunity employer (EOE).