Legal Office Assistant

City of Santa Fe Springs; Saint Paul (MN); Hybrid; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Life insurance

Parental leave

Retirement Savings

Holidays & vacation

Employee Assistance Program

Job summary

City of Santa Fe Springs seeks a technical clerical/legal secretary to support attorneys and staff, prepare legal documents, and manage case materials. You will enter case data into GIDEON, transcribe dictations, answer calls, and maintain orderly files with strict retention policies.

The role requires strong business English, knowledge of legal terminology, and discretion with confidential information. Hybrid schedule available after a probation period, with benefits included.

Qualifications

• Completion of High School or equivalency and a secretarial program, or two years general office work with 1 year in a legal setting.
• Knowledge of business English, spelling and grammar and legal terminology.
• Ability to operate word processing equipment and related tools.

Responsibilities

• Serve as liaison between district support and attorney staff, law enforcement, and agencies.
• Prepare materials for filing, storage, shelving, distribution or destruction; maintain supplies.
• Enter case information into GIDEON and related systems.
• Prepare legal documents from instructions or standard procedures.
• Input, retrieve and modify data; assist others with computerized systems.
• Screen and relay information; explain policies and procedures to the public and staff.
• Act as receptionist: answer calls, take messages, greet visitors.
• Maintain files per retention policies; transcribe legal dictation and recordings.
• Perform other duties as required.

Skills

Business English

Spelling & grammar

General office procedures

Legal terminology

Word processing

Discretion with confidential info

Interpersonal skills

Instruction comprehension

Education

High School Diploma / business school

2 years office experience (1 year legal)

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

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

Application Requirements

Definition/Summary of Duties

• 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, Skills And Abilities

• 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.

Education and Experience

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.

Full Time Employee And Part Time Employee Benefits

• Medical insurance
• Single coverage as low as $38.50 a month
• Family coverage $262.66 a month
• Dental insurance
• Single coverage as low as $13.50 a month
• Family coverage $55.40 a month
• Basic Life insurance
• 6 week paid Parental Leave (eligible after 1 year of employment)
• Retirement Savings
• 11 paid holidays
• 2 Floating holiday
• Vacation and sick time along with leave of absence programs
• Employee Assistance Program

Optional Benefits

• Additional Life insurance for yourself, spouse and children
• Accidental death and dismemberment insurance
• Short and long-term disability insurance
• Metro Pass
• Deferred Compensation plan
• Pre-tax expense accounts: dependent care account, medical and dental, transit expense