Legal Office Assistant

State-of-Minnesot; Mankato (MN); Hybrid; USD 25,000 - 39,000; Full time

Job summary

State-of-Minnesot is seeking a legal secretarial assistant to perform technical clerical duties and draft legal documents under supervision. You will support attorneys, handle filing, case records, and data entry into GIDEON, while maintaining confidentiality and professional communication with staff and clients.

The role includes reception, dictation transcription, and file maintenance with a hybrid schedule after a 12-month probationary period.

Qualifications

• Completion of high school or equivalent and approved business school program or secretarial experience in a legal environment.
• Two years of general office work experience, including one year in a legal setting.

Responsibilities

• Type and compose legal documents and correspondence under direct supervision.
• Provide clerical support for attorneys and staff and use computerized information systems.
• Enter case information into GIDEON and retrieve data as needed.
• Prepare materials for filing, storage, shelving, distribution or destruction; manage supplies.
• Screen, relay and respond to requests for information and explain procedures.
• Act as receptionist, greet visitors, take messages, and answer calls.
• Maintain files per retention policies and transcribe legal dictation.

Skills

Business English

Spelling & grammar

Prioritization

Discretion with confidential info

Interpersonal skills

Written & oral instruction parsing

Education

High school or equivalent + business school program

2 years general office with 1 year legal secretarial experience

Tools

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.