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HomeMy WebLinkAboutSenior Legal Assistant JEFFERSON COUNTY Job Description Job Title: Senior Legal Assistant Department: Prosecuting Attorney Division: Civil or Criminal Reports To: Prosecuting Attorney FLSA Exempt(Y/N): No Union: UFCW BBP: No Salary Level: Grade 26 Location: Courthouse Approved By: Human Resources Manager �� _�� Y'` Approved Date: September 2021 SUMMARY Researches law, investigates facts, and prepares documents to assist the Prosecuting Attorney or Deputy Prosecuting Attorneys in area of assignment by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Calendar all case dates; coordinate any changes with court and attorney(s). Pull all files for court calendars; compare office calendars with printed court calendars; coordinate changes or additions with court; assure files contain all necessary documents; prepare standard documents for pleas, restitution, motions and other scheduled hearings. Reviews attorney's case file diary to determine next case requirement; prepare documents, re- calendar case, subpoena witnesses, close file, as indicated. Prepares legal documents including appeal briefs, motions, affidavits, orders and correspondence for review, approval, and use by attorney. Assure format is that required by a particular court and that documents are accurate; file documents with court; prepare affidavits of mailing to opposing parties. Obtain driving and criminal records from local, State and/or federal agencies, including from other states, either by letter or telephone contact. Ascertain witnesses for each case; prepare trial and special hearing subpoenas; arrange for service or mail same. Provide information to other parties, defendants and defense attorneys in criminal matters at the counter and by phone; coordinate continuances, special meetings, and motion hearings with other parties, the defense and the court. Jefferson County Job Description: Senior Legal Assistant Page 2 of 4 Provide information to victims and witnesses regarding court dates, restitution, case status, etc.; assist victims in preparing and filing applications for crime victim's compensation; coordinate compensation benefits and restitution with State agency. Prepare answers to and materials for civil and criminal discovery requests; obtain additional materials or information from law enforcement, as necessary. Upon review of a civil or criminal file, draft jury instructions for attorney review; assure final instructions are prepared in proper format and on timely basis. Prepare trial notebooks upon request of attorney. Telephone witnesses to confirm or reschedule trial or hearing dates; attempt to locate witnesses whose addresses or phone numbers are no longer valid. Prepare highly confidential documents such as memorandums to other county offices and officers, search warrants, investigative notes, motions/affidavits for arrest warrants. Maintain all assigned case files current, entering new dates and record of actions in case diary, filing all case documents in appropriate locate and order in file. Complies with confidentiality requirements of the Rules of Professional Conduct(RPC),including RPC 1.6, RPC 3.6, and RPC 3.8. RPC 1.6 prohibits disclosure to any person outside of the ProsecutingAttorney's Office (PAO) of information obtained from clients, except under limited Y P circumstances that only the Prosecuting Attorney can approve. For purposes of this job description,"clients"are the County and its employees, and the Port Townsend Police Department and its employees. RPC 3.6 prohibits employees of the PAO from having any communication outside of the PAO about the investigation or communication of a matter being handled by the PAO, except in limited circumstances that only the Prosecuting Attorney can approve. RPC 3.8 discusses the special responsibility of prosecutors in the justice system and prohibits employees of the PAO from having any communication outside of the PAO that could have a substantial likelihood of heightening public condemnation of the accused in a criminal case. Performs other duties as required. SUPERVISORY RESPONSIBILITIES This job has no direct supervisory responsibilities, but is a "lead" position in the division of assignment. Lead responsibilities include assisting the Department Head and/or Supervisor with interviewing, training, planning, assigning and directing work. Lead positions also provide input for performance appraisals and assist in addressing complaints and resolving problems. The work is highly confidential. MINIMUM QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or Jefferson County Job Description: Senior Legal Assistant Page 3 of 4 ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE High School graduate including or supplemented by an Associate's degree (A.A.) or equivalent from two-year college in legal secretarial science or a legal assistant program; and three (3) to five (5) years related experience in a Prosecutor's or law office; or equivalent combination of education and experience in public or private sector. LANGUAGE SKILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. MATHEMATICAL SKILLS Ability to add, subtract,multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. CERTIFICATES, LICENSES,REGISTRATIONS Valid Washington State Driver's License upon hire and throughout employment. OTHER KNOWLEDGE, SKILLS AND ABILITIES Thorough knowledge of legal office practices and procedures; legal terminology, papers, documents, including appropriate formats. Ability to operate personal computer and standard office machines. Knowledge of MS Office Suite, including Word, Excel, and PowerPoint. Ability to plan and organize work and determine operational needs in advance. Use of initiative to make decisions in completing assigned tasks. Use of tact and judgment in responding to the public, law enforcement, defendants, and officials from other agencies. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be Jefferson County Job Description: Senior Legal Assistant Page 4 of 4 made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job,the employee is regularly required to use hands to finger,handle,or feel,talk or hear. The employee frequently is required to stand,walk,and sit. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception, and ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative esentative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. CAREER LADDER POSITION This position is not part of a career ladder.