Senior Legal Assistant

Dodge County • Juneau, WI

6d • Onsite

About The Position

The Senior Legal Assistant performs a variety of complex administrative and legal support functions for department attorneys. This role involves scheduling and preparing cases for trials and court hearings, preparing and filing legal documents, responding to public inquiries, organizing and managing case files, maintaining scheduling calendars, attending court hearings, updating legal resources, and providing customer service. The position also includes administrative duties such as composing correspondence, maintaining electronic and paper filing systems, and providing support to other office personnel. Specific responsibilities include managing TIME Agency and PROTECT systems, coordinating with other counties, and representing the office in administrative groups.

Requirements

• Knowledge, skill, and ability to understand and use legal terminology, legal format, and processes.
• Knowledge of standard and legal office practices, procedures, and clerical techniques.
• Basic knowledge of Wisconsin Statutes with the ability to recognize statutory, procedural and format changes.
• Skill to take notes or dictation and accurately incorporate essential details in preparing legal documents.
• Ability and skill to prepare Court documents in a timely and accurate and error free manner.
• Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.
• Ability to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
• Ability to maintain accurate and legible notes.
• Ability to read and accurately interpret statutory language regarding administrative details of the legal process.
• Ability to establish and maintain accurate records of assigned activities and operations.
• Ability to understand and implement local court rules, local policies and procedures, written or oral instructions; general correspondence or directions.
• Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
• Ability to perform detailed work accurately and independently in compliance with stringent time limits requiring minimal direction and supervision.
• Ability to think quickly, maintain self-control, and adapt to stressful situations.
• Knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
• Knowledge of computer software including word processing, spreadsheet and database applications consistent for this position.
• Ability to perform mathematical calculations required of this position.
• Ability to communicate clearly, concisely, calmly and effectively in English in both written and verbal form.
• Skill in researching and understanding complex written materials.
• Ability to prepare and maintain accurate and concise records and reports.
• Ability to apply sound judgment and discretion in performing duties, resolving problems and interpreting policies and regulations.
• Ability to communicate detailed and often sensitive information effectively and concisely, both orally and in writing.
• Ability to handle sensitive interpersonal situations calmly and tactfully.
• Ability to maintain professionalism at all times.
• Ability to maintain effective working relationships with individuals within and outside the organization.
• Ability to maintain confidentiality and discretion regarding confidential and sensitive files, reports, materials and conversations, in compliance with applicable State and Federal statutes and regulations.

Responsibilities

• Schedules and prepares cases for trials and court hearings, ensuring timely notice and adherence to legal requirements.
• Prepares legal documents for review by the department attorneys and files with Circuit courts, Appellate courts and administrative tribunals, including, but not limited to: legal briefs, stipulations, orders, summonses, complaints, petitions, affidavits, notices, and subpoenas as set forth by State statutes, Administrative Code or Federal Rules.
• Responds to public inquiries; communicates with elected officials, department heads, social workers, legal and medical professionals, law enforcement personnel, witnesses, and responds to inquiries with general information as available.
• Organizes and manages case files; organizes pleadings, discovery, research and correspondence; prepares lists, exhibits, schedules and other information for legal proceedings.
• Maintains scheduling calendars and reminder system for appointments, meetings, legal proceedings and deadlines for department attorneys.
• Attends court hearings and trials to assist department attorneys with administrative functions.
• Updates legal resources with supplements and replacement pages.
• Sorts, indexes, and files correspondence, legal documents, memoranda, reports, minutes, etc.
• Establishes case files, creates files for trial, and contacts individuals for Court appearances, schedules hearings, trial dates and times.
• Communicates and schedules with the Courts, dates and times of Court hearings.
• Provides customer service to internal and external customers; greets, receives and screens visitors and customers; addresses and resolves customer questions as able and refers complex inquiries, requests, or complaints to appropriate staff.
• Sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail; retrieves, delivers, and sends faxes.
• Composes routine correspondence; proofreads and edits documents; enters, scans, updates, and maintains information in spreadsheets, databases, and reports.
• Maintains electronic and paper filing and record systems to provide easy access to records and information; provides retention of records as required.
• Updates and maintains department electronic and paper files, databases, records, plans, lists and other related documents.
• Performs records management duties to ensure statutory timelines are met for all cases.
• Maintains appropriate office supplies, materials and goods necessary for the operation of a law office.
• Provides assistance or back up support to other office personnel, as needed.
• Provides other administrative support for department attorneys, as requested.
• Arranges for transportation of court participants, including prisoners, when authorized under State, County and Court policies.
• Obtains, examines and securely files criminal histories and driving records.
• Performs TIME Agency Coordinator and Portal 100 Administrator roles, including certification of employees, contractors and visitors; audit preparation and execution; criminal history check compliance; distributes Crime Information Bureau security updates and newsletters; and ensures confidentiality and security procedures are followed throughout the District Attorney’s Office.
• Maintains PROTECT Administrator and PROTECT User Group statuses to coordinate changes with State DAIT and other District Attorney Offices to the case management system.
• Coordinates Special Prosecutor designations with other counties.
• Represents the District Attorney’s Office within the State Office Manager group to resolve administrative support challenges.
• Compiles Wisconsin Circuit Court Access reports to determine prior case status and resolution, as well as pending case status in other Wisconsin jurisdictions.
• Assembles responsive materials and tracks Wisconsin Court of Appeals requirements and filings.
• Other duties as assigned.

Benefits

• Paid Time Off (PTO) – available for use after 30 days of employment
• 10 observed paid holidays
• Health, Dental, Vision Insurance
• Health Savings Account (HSA) – with employer contributions - HRA
• Life insurance, Long-term disability, short-term disability and Flex spending
• Participation in the Wisconsin Retirement System (WRS) – an exceptional pension plan with employer match (upon vesting) and lifetime retirement payment.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed