LEGAL ASSISTANT II

Benton County • Bentonville, AR

3d • $22 - $30 • Onsite

About The Position

The Legal Assistant II position in the Prosecuting Attorney’s Office involves diverse duties across the Felony, Misdemeanor, and Juvenile Divisions, performed under the direction of an attorney and the Legal Office Manager. This role requires a strong understanding of legal procedures and the ability to process legal documents. The Legal Assistant II handles a wider range of complex assignments with minimal supervision, demonstrating initiative and technical specialization. The position demands thorough knowledge of legal concepts, terminology, and procedures, with increasing responsibility and independent judgment as proficiency grows. Maintaining and cataloging case files, including all tangible, audio, and visual items, is crucial for making information accessible to attorneys. The assistant will learn to anticipate attorney needs and organize case files throughout their lifecycle, supporting multiple attorneys with separate caseloads in the prosecution process.

Requirements

• Effectively communicate with a variety of individuals representing diverse cultures and backgrounds and function calmly in stressful situations, which will require a high degree of sensitivity, tact, and diplomacy.
• Ability to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard.
• Ability to independently digest and analyze data, and to reach objective conclusions.
• Ability to work under stressful conditions, deadlines, and competing priorities.
• Ability to work with other individuals successfully and collaboratively.
• Exercise appropriate judgment in answering questions and releasing information.
• Principles, concepts and methodology of legal research, discovery, and fact investigation.
• Previous experience in a legal or court setting is essential, ideally as a Legal Assistant, Paralegal, or in a comparable position.
• Possess a solid understanding of legal concepts, principles, terminology, and court procedures.
• High School diploma.
• Knowledge of computers, especially Microsoft Office Suite.
• At least two (2) years of administrative experience required.
• Possess good typing/computer skills, general secretarial skills as well as a high level of organizational skills.
• Must possess good public relations and communication skills.
• Arkansas Public Notary, or be eligible to become an Arkansas Public Notary upon hire.
• Must maintain certification to hold account with Arkansas Crime Information Center / National Crime Information Center (ACIC / NCIC) and adhere to ACIC restrictions by completing biannual training and certification exams.
• Must maintain Criminal Justice Information Systems (CJIS) compliance by completing biannual training and certification exams, as well as fingerprinting every five years.

Nice To Haves

• Experience in the legal profession is helpful, but not required.
• Associate or higher degree in Paralegal Studies, Criminal Justice, or Legal Technology preferred.
• Commensurate work experience may be substituted for degree.

Responsibilities

• Handle all information received by this office in a highly confidential manner.
• Review and process highly explicit, sensitive, upsetting, disturbing, and confidential data to log and determine if all has been received or if further requests need to be made.
• Extract pertinent data from files and other records to verify all items not only have been received but have come through in their entirety in order to complete the case file.
• Read and review all documents to determine any necessary redaction.
• Responsible for a large amount of high profile and media recognized cases, as well as being assigned and managing a regular caseload of lower lever crimes.
• Efficiently utilize internal and external systems such as PBK (Prosecutor by Karpel), Internal Court Connect, CIS Inquiry, iResults, Arkansas State Crime Lab’s LASSO, Zuercher, InVize, JMS, RMS, ACIC / NCIC, Correction Solutions (Jail Calls), SmartEcosystems (Jail Mail), Administrative Office of the Courts (AOC) Electronic Filing Systems, Microsoft Office Programs, Adobe Pro, Express Scribe, Serv-U, Polaris, VidaNyx, Scence2go, L3 Converter, Avigilion, Shared Drives, and Westlaw to review warrants, court and legal documents, ensure accuracy, notify agencies of updates, track arrest and booking information, maintain case management, locate off-site case files, generate reports, verify fines, fees, and arrearage, review previous orders, assist in preparing legal documents, research records, update agencies, law offices, and other parties, prepare for trial and court proceedings, and transcribe interviews, calls, recordings and any digital or audio video as requested by attorney.
• Operate as a Deputy Prosecuting Attorney’s (DPA) discovery coordinator by working closely with outside agencies, serving as liaison between the trial team and third parties, analyzing Law Enforcement reports, requesting and inputting information into PBK, downloading discovery items via various systems and platforms, periodically checking case files for additional discovery items, developing and maintaining a discovery log, processing, examining, and uploading digital evidence, and tracking all items in casefile by bates numbering, indexing, tabbing, stickering, categorizing, metadata, hyperlinks, and filing.
• Generate Motion for Discovery and e-file the Motion upon sending out discovery to the defense attorney.
• Generate various legal forms for fingerprinting, priors, victim letters, NFC letters, Discovery letters, transcript headers, Vital Records Request, Non-Disclosures, CAC, templates for hearings, witness lists, Subpoenas Duces Tecum, Affidavits of Authenticity, and any other necessary court documents relevant to the case or hearing by appropriate time frame.
• Submit approved documents for filing with the courts for process of criminal information, revocations, affidavits, enclosures, responses, motions, petitions, cover sheets, notices, orders, and case dispositions.
• Run weekly calendars for assigned DPA to review upcoming cases on the docket and work the calendars according to the hearing type.
• Track for sixty (60) day rule, gather all evidence/discovery, and organize the case file accordingly on cases set for Arraignment so the Prosecutor can make a filing decision.
• Document and update the attorney through various means such as Outlook calendaring, email reminders, and verbal communications to remind of deadlines for filing.
• Responsible for creating a “checks and balances” system to manage tracking that works with their case load to track in additional systems the live changes of defendants’ whereabouts, release information, and other changes in order to inform the attorney and appropriate authorities.
• Filing Witness list 30 days prior to Jury Trial.
• Determine the need for transportation “bring orders” and request documentation be prepared by case coordinators.
• Send discovery out to the defense attorney of record when the case is set for an Omnibus Hearing.
• Examine the capacity in which an attorney is representing an individual and differentiate all types of defense counsel and in what capacity they are operating on multiple cases and discover items to them in the method agreed upon by each sector.
• Create zip files for outside private counsel with discovery letters and email confirmation and link download verification.
• Separate conflict attorney discovery to download via portable hard drive exchange.
• Transfer via shared drive folders for assigned public defenders’ cases.
• Set up review rooms for counsel to view discovery and any other audio/video they want or need to view.
• Print hard documents/burn discs/ hard drives/ flash drives as requested and sends via certified mail or holds for pickup.
• For FTA Hearings and Bondsman Showcauses run JusticeXchange in attempt to locate absconding defendant.
• If located, place hold on said defendant by contacting BCSO Booking Terminal.
• Procedures for extraditions vary by situation and location of defendant, and if the defendant is outside the state of Arkansas refer the information to the Legal Office Manager to initiate Detainer, Extradition / Governor Warrant, etc. proceedings.
• Re-check calendars to see what happened on assigned cases and what steps need to be taken going forward.
• Review brief notes of previous actions to determine what clerical steps need to be taken and deadline for completion of those steps.
• Must make thorough notations through PBK for tracking purposes of actions taken and requests made.
• Work up new cases that get assigned to a DPA by reviewing the Affidavit of Probable Cause to send discovery requests and based on nature of the case any redactions.
• Follow up for discovery and filing timelines and documents are imperative, in order to meet deadlines, follow procedure, and not interfere with the judicial process.
• Receive and maintain both electronic and hard copy files of all corresponding documents in relation to felony, misdemeanor, mental commitments, and investigative cases.
• Locate, gather, assemble, and preserve statements or other evidence from law enforcement agencies, keeper of records, business, etc., to establish the truth of the facts and satisfy the legal elements of the burden of proof for use in prosecuting and in compliance with discovery procedures.
• Reviewing the report to verify and input witness, victim, co-defendant information into PBK that was not already added.
• Continually checking for approved police reports.
• Monitoring case to be aware of court rules, deadlines, and timelines.
• Analyze details of a case, listing events or actions to determine and identify additional items needed for discovery.
• Create subsequent folders in the office drive and PBK for documentation.
• Follow up on previous requests and confirm receipt of any and all communications with the agency.
• Running criminal histories on defendants in ACIC / NCIC, obtaining the Arrest Tracking Number (BTN), and ensuring the charges they were arrested on are correct and that the defendant was fingerprinted and DNA swabbed on correct felony charges.
• Legal assistant notifies booking agency of AFIS correction in order to submit form to correct the charges on the criminal history or send a Proposed Order to have the Defendant.
• Prepare the Deputy Prosecuting Attorney and case file for Jury Trial by framing Jury Trial Subpoenas, working closely with the PA Office Investigator or BCSO Civil Department to serve said subpoenas, contacting witnesses to release them of subpoenas should trials be granted stand down, organizing travel, lodging, and schedules of participants, directing preparation of subpoenas for witnesses and forwards for processing, contacting witnesses, agencies, and the public to obtain information and/or advise of hearing schedules and assure witness compliance, coordinating pre-trial case preparation, collecting receipts and track expenditures and turn in all documentation to Office Manager for accounting and reimbursements, preparing Trial and Motion Binders for DPA quick reference during Trial proceedings, attending court in direct preparation for support of court hearings and trials as directed by attorneys, compiling and creating trial binders or boxes to summarize, organize, index prior opinions, motions, responses, orders, testimony, depositions, and documentary material from investigations, interrogatories, and court proceedings, conducting an accurate and efficient jury panel search, assisting attorneys in trials by formulating jury panel research, conducting open-source research for each potential juror and assisting with jury selection proceedings, coordinating witness appearance at trial, and operating as the point of contact for all needs that may arise in the course of trial proceedings.
• Schedule related appointments and maintain calendars for Deputy Prosecuting Attorneys when necessary.
• Arrange evidence examinations with attorneys, investigators, and/or expert witnesses.
• Locate witnesses, parties, and potential witnesses for interviews with attorneys.
• Prepare or revise forms, templates, documents, and correspondence; submit documents for filing with the courts for processing of criminal information, revocations, affidavits, enclosures, responses, motions, petitions, cover sheets, notices, orders, and case dispositions.
• Screen calls from victims and witnesses and direct them to the appropriate personnel/department.
• Assist and screen the public in person or over the phone by referring them to sources of information and answering requests for information by consulting various available sources.
• In addition to calls from the public, screen and assist media and government entities in determining which office, agency, department, or person is responsible for handling that type of inquiry and taking messages when necessary for follow-up with caller.
• Deal with sometimes upset or emotional callers and visitors and exercise discretion in the release of information while maintaining confidentiality on all work performed.
• Must maintain certification to hold account with Arkansas Crime Information Center / National Crime Information Center (ACIC / NCIC) and adhere to ACIC restrictions by completing biannual training and certification exams.
• Must maintain Criminal Justice Information Systems (CJIS) compliance by completing biannual training and certification exams, as well as fingerprinting every five years.
• Operate as backup for Subpoena Duces Tecum Coordinator by handling law enforcement requests for issuance of duces tecum subpoenas for a variety of records, such as phone, banking, medical records, jail / prison calls, etc.
• Assist in preparation of legal documents by refining content and language of affidavits, motions, discovery, and other legal documents according to each individual defendant, witness, victim and/or case.
• Communicate effectively with criminal defense attorneys and other outside agencies regarding case files.
• Research verifications of death for various offices and agencies in order to determine if a quash order needs to be prepared and given to an attorney and judge for signature.
• Handle and sort all incoming correspondence, orders, petitions, and documents via email, mail, fax transmission, in person drop-off or overnight couriers, and forward to the appropriate attorney, assistant, manager, or office for follow up and response.
• Manage cases of the most serious nature including all Capital Murder cases. This includes issuing trial subpoenas and maintaining witness information on these cases.
• Train of all Legal Assistant I under the Prosecutor’s and Legal Office Manager’s supervision, and guide/mentor Legal Assistant I employees with various situations as issues arise.
• Communicate with the Legal Office Manager about the skill and knowledge progression of Legal Assistant I associates they are directly training/mentoring for performance evaluation purposes.
• Felony Legal Assistant II will operate as a backup for the Legal Office Manager on Detainers, Governor’s Warrants, Extraditions. Federal Writs, etc.
• Attend Rogers, Benton County West, Siloam Springs, and Bentonville District Court with the misdemeanor Deputy Prosecutor to help coordinate court proceedings and take docket notes.
• Attend Divisions III Circuit Court with the Deputy Prosecutor to help coordinate court proceedings and take docket notes.
• Annually attend multiple conferences, trainings, and lectures in a variety of ways (virtually, in-house, or travel overnight to locations throughout the state) on local and federal levels in order to keep up with and maintain compliance certification practices and to develop knowledge for the evolving legal work in criminal prosecution.
• Maintain files on Act 911 and Rule 37.
• Act 33 & 973 Documentation.
• Petitions to Seal.
• Mental Commitments.
• Petitions to Revoke.
• SOSRA / SOCNA files.
• Civil Asset Forfeitures Lawsuits.
• Backup to Victim Advocate.
• Contraband/Destruction Orders.
• Prepare and file petitions for the involuntary commitment of persons suffering from mental illness who are deemed to be homicidal, suicidal, or incapable of caring for themselves.
• Develop and maintain all Sex Offender Screening and Risk Assessment files.
• Develop and maintain files on all defendants who have been acquitted by reason of mental disease and who are supervised in the Act 911 program administered by the Arkansas State Hospital System.
• Develop and maintain files on petitions for post-conviction relief filed pursuant to Rule 37 of the Arkansas Rules of Criminal Procedure.
• Develop and maintain files on petitions to seal and/or expunge criminal records pursuant to Act 346 of 1975.
• Develop and maintain all files for civil asset forfeitures and file in the proper division of circuit court.
• Assist as a backup to the Victim Advocate in assisting victims of crime with Orders of Protection against their abusers.
• Develop, maintain, and file petitions for destruction of contraband and evidence no longer needed for trial.
• Develop and maintain files for petitions to revoke probation or suspended sentence.

Benefits

• County Paid Insurance Benefits: Employee Medical, Basic life and ADD Insurance, Long-term disability insurance
• Access to voluntary benefits, including: Medical (Spouse/Children), Dental, and Vision coverage, Supplemental life insurance, Short-term disability, Critical Illness coverage, Accident insurance, Hospital indemnity plans
• Participation in the Arkansas Public Employees Retirement System (APERS) pension program
• Voluntary Nationwide Deferred Compensation 457(b) Retirement plan
• 11 Paid Holidays annually
• Paid Sick Leave (up to 12 working days per year)
• Paid Vacation Leave (up to 10 working days per year)
• Paid Personal Day annually

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED