Unclassified - Holland, MI

posted 3 months ago

Part-time - Entry Level
Holland, MI

About the position

Under the supervision of the Office Coordinator, the Legal Assistant I (Public Defender) provides a wide variety of coordination activities, both technical and administrative, to assist the office and attorneys. This role involves managing documents for case files within the Office of the Public Defender, with activities that are varied and complex, often performed under limited supervision. The position requires creativity and independent judgment, with a primary responsibility being interaction with clients, attorneys, courts, investigators, and law enforcement. This is a full-time benefited position based out of the Public Defender's office in Holland, Michigan, with travel to other County locations as needed. Typical working hours are Monday to Friday from 8:00 AM to 5:00 PM. The essential functions of this position include opening new files, evaluating complex and diverse information to determine the appropriate course of action and required documentation based on court deadlines and applicable law enforcement procedures. The Legal Assistant will handle document preparation, execute follow-up and fact gathering using analysis, solid judgment, initiative, critical thinking, and experience to complement existing data to perform the file management function of the case. Assignments may occasionally include tasks involving difficult and high-profile cases. The role also involves entering and updating case data using multiple computer systems utilized to manage case records, generate documents and reports, and track files. Additionally, the Legal Assistant will use document management software to manage cases via imaged documents, create e-forms, and process case work within the department and with other county agencies using workflows. Responding appropriately to callers and walk-ins, addressing questions and case-related concerns regarding departmental procedures, schedules, case information, and related issues is also a key responsibility. The position requires discretion to adhere to disclosure and confidentiality restrictions, scheduling hearings, preparing court notices, legal pleadings, and filing documents within legal time parameters. The Legal Assistant will issue and track subpoenas as needed, manage the calendar for assigned court, and prepare documentation for attorneys. The role also includes assisting attorneys in preparation for all court sessions, reviewing files upon attorneys' return from court, and assisting attorneys to prepare necessary case follow-up to ensure accurate and timely processing of case components. The Legal Assistant will process and follow case/file closure and archival procedures, perform complex clerical and administrative tasks unique to the department, and maintain and update resource materials in the law library. Other tasks may include ordering and maintaining office supplies, making travel and lodging arrangements, organizing and distributing mail, transcribing and proofreading legal documents, and assisting the Office Coordinator in maintaining the department's office supply needs. This position may also involve performing other related functions as assigned.

Responsibilities

  • Open new files and evaluate complex information to determine appropriate actions and documentation based on court deadlines.
  • Handle document preparation and execute follow-up and fact gathering using analysis and critical thinking.
  • Enter and update case data using multiple computer systems for managing case records and generating documents.
  • Use document management software to manage cases via imaged documents and create e-forms.
  • Respond to callers and walk-ins, addressing questions and case-related concerns regarding departmental procedures.
  • Schedule hearings, prepare court notices, legal pleadings, and file documents within legal time parameters.
  • Issue and track subpoenas as needed and manage the calendar for assigned court.
  • Assist attorneys in preparation for court sessions including arraignments, motions, hearings, pleas, and trials.
  • Review files upon attorneys' return from court and assist in preparing necessary case follow-up.
  • Process and follow case/file closure and archival procedures.
  • Perform complex clerical and administrative tasks unique to the department.
  • Maintain and update resource materials in the law library and order office supplies.
  • Make travel and lodging arrangements and organize mail distribution.
  • Transcribe and proofread legal documents and assist in maintaining office supply needs.

Requirements

  • High school diploma required.
  • A minimum of one to two years experience in a criminal justice system or similar legal setting preferred.
  • Skilled in the use of MS Word and MS Excel.
  • Ability to learn defenderData, the case management system, and Onbase.
  • Good working knowledge of court administrative procedures and practices.
  • Good working knowledge of legal terminology, documents, style, and procedures.
  • Fast and accurate keyboarding skills.
  • Good working knowledge of document imaging protocols and practices.
  • Working knowledge of privacy requirements related to court records.
  • Computer literacy including a good working knowledge of word processing, spreadsheet, and database management applications.
  • Good verbal and written communication skills.
  • Excellent interpersonal and human relations skills.
  • Excellent time management and organizational skills.
  • Ability to effectively prioritize and meet deadlines.
  • Ability to interact positively and professionally with diverse individuals.
  • Good ability to multitask.

Nice-to-haves

  • English/Spanish bilingual communication ability is preferred.

Benefits

  • Full-time benefited position
  • Wide range of benefits to support career
  • Prorated benefits for part-time benefitted positions
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