Legal Office Assistant

State of Minnesota Board of Public Defense; Saint Paul (MN); Hybrid; USD 38,000 - 56,000; Full time

Job summary

State of Minnesota Board of Public Defense seeks a skilled legal secretary to provide clerical support to attorneys and staff, compose and type legal documents, and manage filing and records.

The role includes liaising with district support, preparing materials, entering case information into GIDEON, transcription, and maintaining confidentiality; hybrid schedule after 12 months of probation.

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, including 1 year of secretarial experience in a legal environment or equivalent.

Responsibilities

• Serve as liaison between district support and attorney staff; other public defender districts' staff; law enforcement agencies, and county and state agencies.
• Prepare and handle materials for filing, storage, shelving, distribution or destruction; maintain supplies and inventory.
• Enter case information into GIDEON.
• Prepare various legal documents from oral instruction or standard procedures.
• Input, retrieve and modify information in computerized systems; assist others with problems.
• Screen, relay and respond to information requests and explain policies and procedures.
• Act as receptionist: answer calls, take messages, greet visitors.
• Maintain files per storage and retention policies.
• Transcribe legal dictation including documents and audio/video recordings.
• Perform other duties as required.

Skills

Business English

General office procedures

Legal terminology

Word processing

Dictaphone

Calculator

Discretion with confidential info

Interpersonal relationships

Instructions comprehension

Education

High School or equivalent

Business school program (secretary)

2 years general office experience (1 year legal)

Tools

GIDEON

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.