Legal Office Assistant

State of Minnesota; Chaska (MN); Hybrid; USD 42,000 - 54,000; Full time

Job summary

State of Minnesota is seeking a technical clerical and legal secretarial professional to support attorneys and staff. Under direct supervision, you will compose and type legal documents, manage filing, and assist with matter preparation in a hybrid work setting after probation.

This role requires knowledge of legal terminology, accuracy in business English, and proficiency with word processing equipment and basic office tools.

Qualifications

• Completion of High School or equivalency and completion of an approved business school program as a secretary.
• Two years of general office work experience, which includes 1 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 the operation of word processing equipment, Dictaphone, calculator.

Responsibilities

• Compose and type legal documents and correspondence under direct supervision.
• Clerical support for attorneys and staff.
• Enter case information into GIDEON.
• Prepare various legal documents from oral instruction or following standard procedures.
• Input, retrieve and modify information in computerized systems.
• Screen and respond to information requests; explain policies and procedures.
• Act as receptionist answering calls, take messages, and greet visitors.
• Maintain files per retention policies.
• Transcribe legal dictation (documents, audio, video).
• Perform other duties as required.

Skills

Business English

Spelling & Grammar

General office procedures

Legal terminology

Word processing equipment

Dictaphone

Calculator

Prioritization

Discretion with confidential info

Relationship building

Written & oral instructions

Education

High School diploma or equivalent

Business school program as secretary

Legal secretarial experience (1 year)

Tools

GIDEON

Word processing equipment

Dictaphone

Calculator

Job description

Under direct supervision performs technical clerical and legal secretarial work composing and typing legal documents and correspondence; clerical support for attorneys and staff; use of computerized information systems; and various other related work as required

• Serves 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 materials (file folders; books, documents, mail; case records; etc.) for filing, storage, shelving, distribution or destruction; maintain supplies and inventory.
• Enter case information into GIDEON.
• Prepare various legal documents from oral instruction or following standard procedures;
• Input, retrieve and modify information and data stored in computerized systems; assist other users with problems associated with computerized systems and programs.
• Screen, relay and respond to a broad range of requests for information; explain a variety of requirements, policies and procedures regarding services to public and other staff.
• Act as receptionist answering incoming calls, take messages and greet visitors;
• Maintain files in accordance with file storage and records retention policies.
• Transcribe legal dictation, including documents, audio and video recordings.
• Perform other duties as required.

The work assigned to a position allocated to this class may not include all of the job functions or knowledge, abilities, skills and physical requirements indicated, nor does the class specification include all work that may be assigned or restrict the emphasis of the work assigned.

This position is eligible for a hybrid work schedule after successfully completing the probationary period of 12 months.

• Knowledge of business English, spelling and grammar.
• Knowledge of general office procedures.
• Knowledge of legal terminology.
• Knowledge of the operation of word processing equipment, Dictaphone, calculator.
• Ability to set priorities and meet work deadlines.
• Ability to use discretion in the handling of confidential information.
• Ability to establish and maintain effective working relationships with attorneys, other employees and clients.
• Ability to understand written and oral instructions.

Minimum Qualifications:

• Completion of High School or equivalency and completion of an approved business school program as a secretary; OR
• Two years of general office work experience, which includes 1 year of secretarial experience in a legal environment or equivalent.