Legal Office Assistant

State of Minnesota Board of Public Defense•Chaska, MN

2d•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, providing clerical support to attorneys and staff, using computerized information systems, and performing related duties. The position serves as a liaison among district support and attorney staff, other public defender districts, law enforcement agencies, and county and state agencies. The role handles case materials and records, maintains supplies and inventory, enters case information into GIDEON, prepares legal documents from oral instructions or standard procedures, and inputs, retrieves, and modifies information in computerized systems. It also assists users with system and program problems, responds to requests for information, explains requirements and procedures, performs receptionist duties, maintains files according to retention policies, and transcribes legal dictation from documents and audio or video recordings. A hybrid work schedule is available after successful completion of the 12-month probationary period. The work assigned may not include every function listed in the class description.

Requirements

Completion of high school or its equivalent 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 word processing equipment, Dictaphone, and calculator operation.
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.
Attach a cover letter and resume with the application.

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 files, 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 according to standard procedures.
Input, retrieve, and modify information and data in computerized systems.
Assist users with problems related to computerized systems and programs.
Screen, relay, and respond to requests for information, and explain 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 and audio and video recordings.
Perform other duties as required.