Legal Assistant
About The Position
The Legal Assistant serves as a critical member of the Office of Corporation Counsel, providing advanced legal administrative support for the delivery of legal services to the County. The role prepares, reviews, and processes legal documents and court filings; coordinates legal calendars and schedules; prepares materials and case files for court hearings, administrative proceedings, and other legal matters; and serves as a primary point of contact for internal and external stakeholders regarding time-sensitive legal matters. It also performs specialized word processing, records management, and communications duties that support office operations and compliance with legal and procedural requirements. The position supports cases involving child protection and termination of parental rights, mental commitments, guardianship and protective placements, small claims and collections, zoning, and other code enforcement. It provides courtroom and trial support, legal research assistance, records and deadline management, public-facing reception, and other administrative assistance. The employee must obtain Notary Public certification upon hire and perform the Paralegal’s job duties in their absence.
Requirements
- Associate degree in legal assistant, paralegal, business administration, or a closely related field.
- At least two years of work experience in a legal setting or law office.
- Five years of prior office experience emphasizing civil law may be substituted for the required associate degree.
- Obtain Notary Public certification upon hire.
- Knowledge of legal terminology, formats, processes, legal assistant procedures, and statutory language.
- Knowledge of Wisconsin statutes, court procedures, filing requirements, and legal forms for assigned practice areas.
- Knowledge of County policies, procedures, practices, local government organization, and departmental operating requirements.
- Knowledge of legal office practices, procedures, and equipment; general office operations; and ability to type accurately at a reasonable speed and operate a multi-line telephone system.
- Technical proficiency with relevant software, databases, office equipment, and technology, such as Microsoft Office, Outlook, and SharePoint.
- Ability to take and maintain legible notes and accurately prepare legal and court documents in a timely manner.
- Ability to work independently and accurately under strict time limits, prioritize a high volume of work, adapt to changing priorities, and work with minimal supervision.
- Ability to analyze information, organize legal records, and prepare accurate legal documents and correspondence.
- Ability to establish and maintain effective working relationships with legal system agencies, law enforcement, County personnel, attorneys, victims, witnesses, family members, media, and the public.
- Strong organizational and time-management skills, attention to detail, and ability to meet deadlines.
- Ability to work the allocated hours of the position.
- Ability to communicate effectively in English verbally and in writing, interpret complex documents, prepare clear and accurate communications, and communicate professionally with diverse stakeholders.
- Ability to perform basic mathematical calculations for administrative and recordkeeping functions.
- Ability to understand and carry out instructions; interpret and implement policies, procedures, and regulations; analyze facts, solve problems, and use sound judgment; and adapt to stressful or time-sensitive situations.
- Ability to maintain confidentiality and exercise discretion in compliance with open records laws and applicable state and federal statutes and regulations.
Responsibilities
- Schedule and prepare cases for court hearings, ensuring timely notice and compliance with legal requirements across assigned practice areas.
- Establish and prepare case and trial files; contact individuals regarding court appearances; and schedule hearing and trial dates, including initial hearings with short deadlines.
- Draft and prepare legal documents for attorney review and filing with courts and administrative tribunals, including briefs, stipulations, orders, summonses, complaints, petitions, affidavits, notices, and subpoenas.
- Track statutory, court, and discovery deadlines and case status information using the case management system.
- Obtain certified medical, state, and court records for trial exhibits.
- Redact reports and court records for disclosure in compliance with Wisconsin statutes.
- Contact law enforcement officers and social workers to gather case information, documents, and reports.
- Maintain legal records and case files through accurate filing, indexing, retention, and records management.
- Assist attorneys during court proceedings and jury trials by coordinating witnesses, organizing exhibits, preparing documents, and providing courtroom support.
- Maintain scheduling calendars and reminders for attorneys’ appointments, meetings, court proceedings, and deadlines.
- Assist with legal research by locating statutes, regulations, case law, and reference materials and preparing information in requested formats.
- Perform administrative support, including document preparation, correspondence, scanning, copying, filing, mail processing, and legal records maintenance.
- Answer telephones, greet visitors, and provide citizens with general information and resources when requested.
- Update legal resources with supplements and replacement pages.
- Prepare and maintain accurate meeting minutes for assigned subcommittees.
- Notarize documents for staff and the public.
- Perform the Paralegal’s job duties in their absence.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Education Level
Associate degree
