PT Legal Assistant Godwin Courts Building, Suffolk

City of Suffolk, Virginia; Suffolk (VA); On-site; USD 42,000 - 64,000; Full time

Job summary

City of Suffolk, Virginia is seeking a Paralegal/Legal Assistant to provide accurate and reliable support to the Office of the Commonwealth's Attorney. The role involves drafting legal documents, managing case files, subpoenas, and discovery responses, and coordinating with multiple jurisdictions.

Strong organizational and communication skills are essential. Under supervision, you will assist attorneys, investigators, and special prosecutors, maintaining litigation files, calendars, and evidence

Qualifications

• Graduation from a two-year college or vocational/technical school with major in secretarial science and Paralegal certification.
• 1–2 years of administrative experience in a law office, preferably local government.
• Knowledge of city and departmental rules, regulations, and procedures.

Responsibilities

• Provide accurate legal support to Attorneys and investigators, including discovery responses, subpoenas, case files, and briefs.
• Maintain litigation files, organize documents, and manage case files for litigation matters.
• Schedule court appearances and manage attorney calendars.
• Prepare and file legal documents with court clerks and districts.
• Assist in data entry, reports, and correspondence; draft routine documents and notices.
• Coordinate with local, state, and federal agencies for information and records.

Skills

Legal terminology

Drafting documents

Clear communication

Record-keeping

Interpersonal skills

Education

Paralegal certification

Two-year secretarial science college

Tools

Word processing software

Spreadsheet software

File maintenance systems

Job description

Under limited supervision, provides accurate and reliable support to the Office of the Commonwealth's Attorney. Provides advanced legal support to one or more assigned Attorneys and/or investigators, and Special Prosecutors from other jurisdictions, including but not limited to, preparation of Response to Discovery, subpoenas, case files, correspondence, orders, briefs, Department of Motor Vehicles and criminal hearings research, and other legal documents. Requests and researches various data, information files, etc. from local state and federal agencies, including Department of Motor Vehicles, National Crime Information Center, Virginia Criminal Information Network, state police, etc. May maintain and prepare Circuit Court misdemeanor appeals and revocations. Reports to the Chief Administrative Manager.

• Assists the, Deputy/Assistant Commonwealth's Attorneys, and Special Prosecutors in all facets of their duties, as requested.
• Composes, drafts, types, prepares, or completes various forms, reports, correspondence, legal documents, orders, briefs, answers to discovery, jury instructions, indictments, and other documents. Compiles information for reports, documents and correspondence and coordinates copy preparation.
• Responsible for maintenance of litigation files, including preparing and setting up files; sorting and organizing documents to be filed; filing documents in designated order. Copies documents, records, pleadings, etc. with regard to litigation matters. Maintains all litigation files.
• Schedules court appearances including hearings, motions, trials; maintaining the calendar of assigned Attorney responsible for litigation.
• Files legal documents including, Notices, Motions, Memorandum of Law, Petitions, etc. with various Court Clerk's Offices. Responsible for delivery of correspondence to various City Departments; responsible for delivery of legal documents and correspondence to opposing attorneys involved in litigation with the City.
• Controls, manages and prepares various court dockets for the Commonwealth's Attorney's office; receives dockets and enters data into computer system database; reviews dockets for accuracy and completeness; distributes dockets; makes recommendations to the Assistant Commonwealth's Attorney regarding status of dockets.
• Maintains and prepares a variety of files for attorneys; receives case reports and retrieves and reviews case files to assist attorneys in cases; receives and manages various records; routes files to appropriate personnel as required; prepares case files and misdemeanor appeal files.
• Enters a variety of data into computer databases and spreadsheets; creates, modifies, and archives database files.
• Assists in legal secretarial work including preparing and typing material from typed or handwritten copy or machine dictation, which requires use of a variety of complicated formats for preparing correspondence, lists, briefs, notices, memos, pleadings, orders, petitions, jury instructions, and other legal documents or routine documents, reports, files, and manuscripts; assumes responsibility for correctness of spelling, punctuation, format, and grammar; makes copies of all documents as required.
• Requests and researches various data, information, files, etc. from local, state and federal agencies including DMV, National Crime Information Center, Virginia Criminal Information Network, state police, etc.; records findings in approved log book; receives case reports from the Police Department.
• Maintains calendar and coordinates meetings and appointments for attorneys; files petitions and sets up interviews for habitual offenders, potential victims of traffic summons forgeries, and Alcohol Safety and Prevention program participants; schedules court dates and hearings; updates information of same, anticipating and adapting to changes in the status of cases; reports problems requiring changes in dates.
• Coordinates and schedules medical/psychological interviews; prepares interview reports and submits to attending physician.
• Prepares, distributes, and records subpoenas for witnesses and files documents.
• Manages information regarding extradition matters; obtains necessary documentation in order to secure detainer; secures out-of-state transportation and requests travel orders, prepares forms, obtains Governor's warrants, and contacts other jurisdictions to ensure proper documentation of release or pick-up of prisoner.
• Coordinates transportation of prisoners to and from court; prepares and distributes prisoner list; coordinates special instructions for prisoners considered a high security risk.
• Receives concealed weapons applications; copies and records application information; delivers to the Special Investigator.
• Designs forms to expedite routine office tasks.
• Assists other departmental personnel as necessary.
• Answers telephone calls and provides information to general public on questions and inquiries.
• Attends staff meetings.
• Assists in troubleshooting computer problems in the office; performs routine maintenance on computer systems including changing printer cartridges, installing software, etc.
• Performs related work as required.

Graduation from two-year college or vocational/technical school with major course work in secretarial science and certification as a Paralegal, and 1 to 2 years' experience in an administrative position in a law office, preferably in a local government; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

• Knowledge of City and departmental rules, regulations, policies and procedures, and the ability to interpret them.
• Knowledge of the organization and functions of the department.
• Knowledge of modern office practices and procedures including knowledge of popular computer-driven word processing, spreadsheet, and file maintenance programs.
• Knowledge of legal terminology.
• Ability to maintain complex legal records.
• Ability to draft legal documents.
• Ability to develop and modify work procedures, methods and processes to improve efficiency. Is able to compile data from a variety of sources and prepare clear reports from such information.
• Ability to effectively express ideas orally and in writing. Is able to exercise tact and courtesy in frequent contact with City employees, City officials, professionals, and the general public.
• Ability to establish and maintain effective working relationships as necessitated by work assignments.
• Ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
• Ability of speaking and/or signaling people to convey or exchange information. Includes receiving assignments and/or directions from supervisors.
• Ability to read a variety of informational and legal documents, City and state codes, law books, etc. Requires the ability to prepare correspondence, memorandum, opinions, contracts, notices, petitions, etc. Must be able to speak with poise, voice control and confidence, and to articulate information to others.
• Ability to plan work and develop procedures; to learn and/or evaluate complex information in order to make judgments and decisions.
• Ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages including legal and municipal terminology.
• Ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages.
• Ability to inspect items for proper length, width and shape.
• Ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with (persons acting under stress) (emergency situations).