Legal Office Assistant

State of Minnesota Board of Public Defense•Mankato, MN

4d•Hybrid

About The Position

Under direct supervision, the Legal Office Assistant performs technical clerical and legal secretarial work, including composing and typing legal documents and correspondence and providing clerical support to attorneys and staff. The position uses computerized information systems and performs other related work as required. The assistant serves as a liaison among district support and attorney staff, staff in other public defender districts, law enforcement agencies, and county and state agencies. The role prepares and handles case and office materials, maintains supplies and inventory, enters case information into GIDEON, prepares legal documents, and inputs, retrieves, and modifies data in computerized systems. It also provides assistance to users experiencing system or program problems; responds to requests for information; explains service requirements, policies, and procedures; and performs receptionist duties. The position transcribes legal dictation, including documents, audio, and video recordings, and maintains files under applicable storage and records-retention policies. Assigned duties may vary and may not include every function described. A hybrid work schedule is available after successful completion of the 12-month probationary period. Applicants must attach a cover letter and resume.

Requirements

Completion of high school or equivalency and completion of an approved business school program as a secretary; or two years of general office work experience, including one year of secretarial experience in a legal environment or equivalent.
Knowledge of business English, spelling, and grammar.
Knowledge of general office procedures.
Knowledge of legal terminology.
Knowledge of the operation of word-processing equipment, a Dictaphone, and a calculator.
Ability to set priorities and meet work deadlines.
Ability to use discretion when handling confidential information.
Ability to establish and maintain effective working relationships with attorneys, other employees, and clients.
Ability to understand written and oral instructions.

Responsibilities

Serve as a liaison between district support and attorney staff, other public defender districts' staff, law enforcement agencies, and county and state agencies.
Prepare and handle file folders, books, documents, mail, and case records for filing, storage, shelving, distribution, or destruction.
Maintain supplies and inventory.
Enter case information into GIDEON.
Prepare legal documents from oral instructions or standard procedures.
Input, retrieve, and modify information and data in computerized systems.
Assist users with problems associated with computerized systems and programs.
Screen, relay, and respond to requests for information, and explain service requirements, policies, and procedures to the public and staff.
Answer incoming calls, take messages, and greet visitors.
Maintain files in accordance with file-storage and records-retention policies.
Transcribe legal dictation, including documents, audio, and video recordings.
Perform other duties as required.