Legal Office Assistant

State-of-Minnesot; Saint Paul (MN); Hybrid; USD 42,000 - 56,000; Full time

Job summary

State of Minnesota seeks a legal secretary to perform technical clerical and secretarial tasks under supervision. Responsibilities include drafting documents, filing materials, and supporting attorneys and staff. Proficiency in business English, legal terminology, and word processing is required.

The role offers hybrid work after a 12‑month probation period. Qualifications include a high school diploma (or equivalent) with a secretarial/business program, or two years of general office experience

Qualifications

• Completion of High School or equivalency and a Secretarial/business school program or equivalent.
• Two years of general office work experience, including 1 year in a legal environment.

Responsibilities

• Draft and type legal documents and correspondence for attorneys and staff.
• Provide clerical support and liaise with district support, attorney staff, law enforcement, and agencies.
• Enter case information into GIDEON and manage case records.
• Prepare filing, storage, distribution, and destruction materials; maintain supplies.
• Transcribe legal dictation and audio/video recordings.
• Screen and respond to information requests; explain policies to clients and staff.
• Answer phones, greet visitors, and manage receptionist duties.
• Maintain files per retention policies; assist with computerized systems.

Skills

Business English

Spelling & grammar

General office procedures

Legal terminology

Discretion with confidential info

Prioritization

Interpersonal relations

Written & oral instructions

Education

High School diploma or equivalent + business school program

2+ years general office experience with 1 year in legal environment

Tools

GIDEON

Word processing & Dictaphone

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.