Legal Office Assistant

State of Minnesota Board of Public Defense•St. Cloud, MN

1d•Hybrid

About The Position

Under direct supervision, performs technical clerical and legal secretarial work. This role involves composing and typing legal documents and correspondence, providing clerical support to attorneys and staff, utilizing computerized information systems, and performing various other related duties as required. The position serves as a liaison between district support and attorney staff, other public defender districts' staff, law enforcement agencies, and county and state agencies. Responsibilities include preparing and handling materials for filing, storage, shelving, distribution, or destruction, and maintaining supplies and inventory. The role also involves entering case information into GIDEON, preparing legal documents from oral instructions or standard procedures, inputting, retrieving, and modifying data in computerized systems, and assisting other users with system-related issues. Additionally, the Legal Office Assistant screens and responds to information requests, explains policies and procedures, acts as a receptionist, maintains files, and transcribes legal dictation. This position is eligible for a hybrid work schedule after successfully completing a 12-month probationary period.

Requirements

Knowledge of business English, spelling and grammar.
Knowledge of general office procedures.
Knowledge of legal terminology.
Knowledge of the operation of word processing equipment, Dictaphone, calculator.
Ability to set priorities and meet work deadlines.
Ability to use discretion in the handling of confidential information.
Ability to establish and maintain effective working relationships with attorneys, other employees and clients.
Ability to understand written and oral instructions.
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, which includes 1 year of secretarial experience in a legal environment or equivalent.

Responsibilities

Serves 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 materials (file folders; books, documents, mail; case records; etc.) for filing, storage, shelving, distribution or destruction; maintain supplies and inventory.
Enter case information into GIDEON.
Prepare various legal documents from oral instruction or following standard procedures.
Input, retrieve and modify information and data stored in computerized systems; assist other users with problems associated with computerized systems and programs.
Screen, relay and respond to a broad range of requests for information; explain a variety of requirements, policies and procedures regarding services to public and other staff.
Act as receptionist answering 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.