Legal Office Assistant

State of Minnesota Board of Public Defense; Mankato (MN); Hybrid; USD 37,000 - 55,000; Full time

Benefits offered by this job

Hybrid work schedule after probation

Job summary

The State of Minnesota Board of Public Defense seeks an organized legal secretary to provide clerical and secretarial support to attorneys and staff. You will compose and type legal documents, manage case information in GIDEON, handle filing, and assist with reception duties as needed.

The role offers a pathway to a hybrid schedule after a 12-month probationary period, with opportunities to coordinate between district support and public defense offices.

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; ability to handle confidential information with discretion.

Responsibilities

• Prepare and type legal documents and correspondence under direct supervision.
• Serve as liaison between district support and attorney staff, and with law enforcement and county/state agencies.
• Enter case information into GIDEON and maintain files per retention policies.
• Transcribe legal dictation, including documents, audio, and video recordings.
• Answer phones, greet visitors, and provide receptionist duties as needed.
• Maintain supplies, organize materials for filing, storage, and destruction.
• Assist with use of computerized information systems and respond to information requests.

Skills

Business English

Spelling & Grammar

Office Procedures

Legal Terminology

Word Processing

Discretion & Confidentiality

Prioritization

Communication

Education

High School Diploma or GED

Business school program (secretary)

Tools

GIDEON

Dictaphone

Word Processing Software

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.