Legal Assistant - Civil

Mesa County•Grand Junction, CO

6d•$22 - $28•Onsite

About The Position

Type letters and legal documents, organize and control legal and administrative files, set hearings on court calendar, and perform other clerical and administrative duties to insure the efficient operation of the department. ESSENTIAL JOB FUNCTIONS: (The following duty statements are illustrative of the essential functions of the job and do not include other non-essential or marginal duties that may be required. Mesa County reserves the right to modify or change the duties or essential functions of this job at any time. All responsibilities may not be performed by all incumbents.) Perform word processing duties to include correct language, formatting, etc. of documents. Types legal documents including standard and complex motions, orders, affidavits, petitions, complaints, and types letters, memos, charts, reports or other correspondence. May take and transcribe dictation, and accurately transcribes dictation or handwritten copy into prepared documents which conform to appropriate legal or business standards; returns draft or final documents within time frame requested or, if unable to do so, advises requestor in a proper and timely manner. For all documents drafted, will proofread each document produced for errors in format, style, and/or typographical errors and make corrections as necessary. Knowledge of legal terminology and formatting of legal documents is required. In general - Compose and draft standardized and non-standardized legal documents, forms, and correspondence upon request of supervisor; carefully review files for necessary dates and other information; independently prepare draft pleadings and\or correspondence from scratch, including complex pleadings which require additional research and\or verification of legal statutes and case law; understanding of legal citation with the ability to utilize legal research material and provide statutes and case law; note questions on draft if uncertain regarding any aspect of content; return to supervisor for review. Interaction with: Public and County Employees : Greets public in a professional manner; interacts courteously with court personnel and other members of the legal community; listens to requests; acts independently or consults with other staff to handle problems or questions. Maintains friendly, open communication with attorneys, supervisor and support staff; accepts and follows directions of supervisor and attorneys. Staff Relationships: Demonstrate ability to work with County staff at all levels and to respond in a professional, competent and timely manner to job assignments as requested and as assigned by supervisor. Maintain effective contact with County staff on an ongoing basis. With all departments within Mesa County : Retrieves, downloads and prints e-mails. Prints reports and communicates with departments via phone or e-mail to effectively work together on items needed by our office. (specifically, CORA requests). Specific to CORA Requests –Ensure that all responsibilities concerning CORA requests are completed from initial contact always assisted by an attorney in gathering information and preparing responses to CORA requests. Assessor Tax Appeals (BAA/Arbitration)- Assist attorneys with coordination of Tax appeals . Track and communicate deadlines and hearing dates. E-file/send required documentation with appropriate agencies. Invoicing/Deposits/JetPay-Teller- Track, enter and process invoices for approval. Process deposits received for records. Agenda Coordination - Assist attorneys with BOCC Public Hearing agenda items, or Executive Sessions, enter as needed. General Correspondence, Scanning and saving pleadings to files HighQ Code Compliance - supporting attorneys and tracking cases for management reporting. Specific to MH Caseload - Ensure that all responsibilities concerning the case status of the mental health caseload are completed from initial contact through termination/hearing. Ensure the proper filing of documents with the courts; utilize standard naming system for all computer documents in order to allow easy retrieval by other staff members; file paperwork in appropriate folders. Organize, create and maintain legal files and filing system. Communicate with attorneys and other parties/agencies to proceeding regarding status of cases and procedures of the court via telephone, written correspondence, and personal contact. Familiarity with legal research tools. Proficient in using computerized legal research to effectively pull statutes and case law, check status of a case, and to locate and print information as requested (i.e. status of a Bill, status of a case, etc.). Utilize Clerk and Recorder and Assessor’s websites to access documents at supervisor’s request. Use SIRE to find documents at supervisor’s request. Utilize the Secretary of State’s website to determine if a business is in good standing etc. supervisor’s request. Utilize the Colorado General Assembly, Colorado Judicial Branch, Colorado State Court Data Access and other websites. Familiarity with Colorado Courts E-filing, PACER, and other on-line filing programs. Maintain tickler system to prepare for and meet deadlines. Review cases to ascertain accurate records of the status of each case in preparing legal documents. Independently set court hearings with Court and other affected parties; carefully communicate dates of hearings to supervisor, appropriate attorneys, and others through computer calendars; coordinate conference calls for setting hearings involving multiple parties. Coordinate with Court Clerks and staff as appropriate; independently resolve questions or issues whenever possible; consult with supervisor or attorney for resolution of complex or unusual matters. Familiar scanning software. When requested by supervisor, scan pleadings and other documents into the S drive for easy access by attorneys for e-mailing and reviewing documents. Demonstrate ability to work with County staff at all levels and to respond in a professional, competent and timely manner to job assignments as requested and as assigned by supervisor. Maintain effective contact with County staff on an ongoing basis. Check each certificate of delivery for appropriate parties and type of service needed, retains file copy with distribution noted. Calculate deadlines pursuant to the Rules of Civil Procedure for responses to motions and as specific Rules require for each case. Also calculate deadlines associated with administrative hearings. Maintain County filing by indexing and updating files. Open files when necessary, and enter information into Access. Scan and close/destroy files as requested. Utilize case management software and enters data on a daily basis to update case files. Maintains office databases and generates reports as requested. Evaluates workload and establishes priorities as necessary. Prepare documents in accordance with any time requirements set by attorneys or supervisor. Determines required method of delivery for outgoing mail; separates hand delivered mail from U.S. mail; types envelopes to post office requirements; prepares certified receipts, if required; have mail ready for pickup and hand delivery in time for court run and/or mail run. Handles scheduling of appointments as requested by attorney or supervisor Will provide backup to front desk or other staff as requested by supervisor. And any other duties assigned. Make travel arrangements as requested. Perform any other work necessary for the efficient operation of the County Attorney’s Office as requested by supervisor. Communicate with supervisor on a regular basis as to the progress of assigned projects and court proceedings. Keep the supervisor advised of any matters being worked on which have come in through other channels and/or which have not been directly assigned by supervisor. Be present in the office, or at specific other locations as required by the schedule, during normal working hours (Monday through Friday, 8:00 a.m. to 5:00 p.m.) to provide support to County staff as required and as assigned.

Requirements

Knowledge of legal terminology and formatting of legal documents is required.
Familiarity with legal research tools.
Familiarity with Colorado Courts E-filing, PACER, and other on-line filing programs.
Familiar scanning software.

Responsibilities

Perform word processing duties to include correct language, formatting, etc. of documents.
Types legal documents including standard and complex motions, orders, affidavits, petitions, complaints, and types letters, memos, charts, reports or other correspondence.
May take and transcribe dictation, and accurately transcribes dictation or handwritten copy into prepared documents which conform to appropriate legal or business standards; returns draft or final documents within time frame requested or, if unable to do so, advises requestor in a proper and timely manner.
For all documents drafted, will proofread each document produced for errors in format, style, and/or typographical errors and make corrections as necessary.
Compose and draft standardized and non-standardized legal documents, forms, and correspondence upon request of supervisor; carefully review files for necessary dates and other information; independently prepare draft pleadings and\or correspondence from scratch, including complex pleadings which require additional research and\or verification of legal statutes and case law; understanding of legal citation with the ability to utilize legal research material and provide statutes and case law; note questions on draft if uncertain regarding any aspect of content; return to supervisor for review.
Greets public in a professional manner; interacts courteously with court personnel and other members of the legal community; listens to requests; acts independently or consults with other staff to handle problems or questions.
Maintains friendly, open communication with attorneys, supervisor and support staff; accepts and follows directions of supervisor and attorneys.
Demonstrate ability to work with County staff at all levels and to respond in a professional, competent and timely manner to job assignments as requested and as assigned by supervisor.
Maintain effective contact with County staff on an ongoing basis.
Retrieves, downloads and prints e-mails.
Prints reports and communicates with departments via phone or e-mail to effectively work together on items needed by our office. (specifically, CORA requests).
Ensure that all responsibilities concerning CORA requests are completed from initial contact always assisted by an attorney in gathering information and preparing responses to CORA requests.
Assist attorneys with coordination of Tax appeals . Track and communicate deadlines and hearing dates. E-file/send required documentation with appropriate agencies.
Track, enter and process invoices for approval. Process deposits received for records.
Assist attorneys with BOCC Public Hearing agenda items, or Executive Sessions, enter as needed.
General Correspondence, Scanning and saving pleadings to files
supporting attorneys and tracking cases for management reporting.
Ensure that all responsibilities concerning the case status of the mental health caseload are completed from initial contact through termination/hearing.
Ensure the proper filing of documents with the courts; utilize standard naming system for all computer documents in order to allow easy retrieval by other staff members; file paperwork in appropriate folders.
Organize, create and maintain legal files and filing system.
Communicate with attorneys and other parties/agencies to proceeding regarding status of cases and procedures of the court via telephone, written correspondence, and personal contact.
Proficient in using computerized legal research to effectively pull statutes and case law, check status of a case, and to locate and print information as requested (i.e. status of a Bill, status of a case, etc.).
Utilize Clerk and Recorder and Assessor’s websites to access documents at supervisor’s request.
Use SIRE to find documents at supervisor’s request.
Utilize the Secretary of State’s website to determine if a business is in good standing etc. supervisor’s request.
Utilize the Colorado General Assembly, Colorado Judicial Branch, Colorado State Court Data Access and other websites.
Maintain tickler system to prepare for and meet deadlines.
Review cases to ascertain accurate records of the status of each case in preparing legal documents.
Independently set court hearings with Court and other affected parties; carefully communicate dates of hearings to supervisor, appropriate attorneys, and others through computer calendars; coordinate conference calls for setting hearings involving multiple parties.
Coordinate with Court Clerks and staff as appropriate; independently resolve questions or issues whenever possible; consult with supervisor or attorney for resolution of complex or unusual matters.
When requested by supervisor, scan pleadings and other documents into the S drive for easy access by attorneys for e-mailing and reviewing documents.
Check each certificate of delivery for appropriate parties and type of service needed, retains file copy with distribution noted.
Calculate deadlines pursuant to the Rules of Civil Procedure for responses to motions and as specific Rules require for each case.
Also calculate deadlines associated with administrative hearings.
Maintain County filing by indexing and updating files.
Open files when necessary, and enter information into Access.
Scan and close/destroy files as requested.
Utilize case management software and enters data on a daily basis to update case files.
Maintains office databases and generates reports as requested.
Evaluates workload and establishes priorities as necessary.
Prepare documents in accordance with any time requirements set by attorneys or supervisor.
Determines required method of delivery for outgoing mail; separates hand delivered mail from U.S. mail; types envelopes to post office requirements; prepares certified receipts, if required; have mail ready for pickup and hand delivery in time for court run and/or mail run.
Handles scheduling of appointments as requested by attorney or supervisor
Will provide backup to front desk or other staff as requested by supervisor.
And any other duties assigned.
Make travel arrangements as requested.
Perform any other work necessary for the efficient operation of the County Attorney’s Office as requested by supervisor.
Communicate with supervisor on a regular basis as to the progress of assigned projects and court proceedings.
Keep the supervisor advised of any matters being worked on which have come in through other channels and/or which have not been directly assigned by supervisor.
Be present in the office, or at specific other locations as required by the schedule, during normal working hours (Monday through Friday, 8:00 a.m. to 5:00 p.m.) to provide support to County staff as required and as assigned.