LEGAL ASSISTANT IV

$55,369 - $55,369/Yr

State of Florida - Tallahassee, FL

Full-time - Entry Level

Tallahassee, FL

Executive, Legislative, and Other General Government Support

About the position

The Legal Assistant IV position is situated within the Office of the Attorney General in the Civil Legal Services Unit in Tallahassee, Florida. This role is pivotal in supporting the legal team by managing various administrative and legal tasks that are essential for the smooth operation of the office. The Legal Assistant will be responsible for drafting, editing, and preparing legal documents under the supervision of attorneys and staff. This includes preparing routine correspondence based on preapproved document templates and calendaring deadlines in accordance with applicable rules of procedure. The position also involves electronically filing documents with courts and assisting in the processing and maintenance of all electronic media, including e-filings and evidence. In addition to legal case management, the Legal Assistant IV will maintain and file all records and reports on case activity, prepare necessary statistical reports, and secure supplemental case information. The role requires coordination of services needed for legal proceedings, such as transportation and translation services, and assisting agency law enforcement with document scanning and filing exhibits. The Legal Assistant may also accompany attorneys to court and assist as required, coordinate meetings, depositions, and court appearances, and assist victims and witnesses as needed. On the administrative side, the Legal Assistant will maintain calendars, enter time into billable hours reports, arrange travel itineraries, and handle incoming mail. Bilingual employees may be asked to assist with translations, and the role may involve training lower-level Legal Assistants. The position requires a proactive approach to managing tasks and responsibilities, ensuring that all administrative activities are completed efficiently and effectively. The Legal Assistant IV will also be responsible for reviewing the work of lower-level employees and performing any and all duties as required, with specific task assignments varying based on the needs of the assigned unit.

Responsibilities

• Draft, edit, and prepare legal documents under supervision of attorneys and staff.
• Prepare routine correspondence based on preapproved document templates.
• Calendar deadlines in accordance with applicable rules of procedure.
• Electronically file documents with courts.
• Assist in the processing and maintenance of all electronic media including e-filings and evidence.
• Update case management system and notes, and assist with data collection and reports.
• Maintain and file all records and reports on case activity and prepare any necessary statistical reports.
• Maintain internal case dockets and case files.
• Secure supplemental case information.
• Coordinate services needed for proceedings such as transportation, Pre-Trial waiting area, and translation services.
• Assist agency law enforcement with scanning documents.
• File exhibits provided by agency law enforcement investigators.
• Assist with coordination of service of process and subpoenas.
• Assist with obtaining transcripts and court records.
• Transcribe dictation as needed.
• May accompany attorneys to court and assist as required.
• Coordinate meetings, depositions, and court appearances including space, time, place and notify all participants.
• Assist victims and witnesses.
• Assist with agency law enforcement discovery preparation.
• Generate subpoenas and update case management system from returns.
• Maintain calendars and enter time into billable hours reports.
• Arrange travel itinerary and hotel accommodations and reimbursement forms.
• Arrange conference calls and meetings.
• Research and prepare reports.
• Receive, scan, and distribute incoming mail.
• Train lower level Legal Assistants.
• Serve as administrative assistant by planning, initiating, and carrying to completion clerical, secretarial, and administrative activities.

Requirements

• A high school diploma or equivalency.
• Four (4) years of secretarial/clerical experience.
• Minimum of one (1) year experience in a similar position within the Office of the Attorney General, similar large legal organization, large corporate entity, or legal department of state or federal government agency.
• Two year degree or certificate in Paralegal Studies or related field may substitute for two (2) years of required experience.

Nice-to-haves

• Bilingual skills for translation assistance.

Benefits

• Dental insurance
• Flexible spending account
• Retirement plan
• Vision insurance
• Annual and Sick Leave benefits
• Nine paid holidays and one Personal Holiday each year
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options
• Retirement plan options, including employer contributions
• Tuition waivers