Senior Legal Assistant

COUNTY OF DODGE; Wisconsin; On-site; USD 39,000 - 43,000; Full time

Benefits offered by this job

Paid Time Off after 30 days

10 paid holidays

Health Savings Account with employer

Life insurance and disability coverage

Flex spending

Wisconsin Retirement System with match

Job summary

Dodge County is seeking a detail-oriented Administrative Assistant in the District Attorney's Office to schedule trials, prepare court documents, and maintain case files. This full-time, non-exempt role requires coordinating with officials, judges, and staff to ensure timely filings and responsive service to the public.

The ideal candidate will manage calendars, track deadlines, and support attorneys with administrative tasks while upholding confidentiality and legal compliance.

Qualifications

• Knowledge of legal terminology, formats and processes.
• Familiar with Wisconsin statutes and state administrative rules.
• Ability to prepare Court documents accurately and timely.
• Strong note-taking, organization and record-keeping skills.
• Proficient in word processing, spreadsheets and databases.

Responsibilities

• Schedule and prepare cases for trials and hearings with timeliness.
• Prepare legal documents for review and file with courts and tribunals.
• Respond to public inquiries and coordinate with officials and professionals.
• Organize case files, pleadings, discovery and correspondence.
• Maintain calendars and reminders for legal proceedings.
• Attend court hearings to assist attorneys with admin tasks.
• Maintain electronic and paper filing systems and records.
• Coordinate security, travel and client contact as needed.
• Provide backup support to other office staff and attorneys.
• Ensure confidentiality and security procedures are followed.

Skills

Legal terminology

Office software

Document preparation

Time management

Communication

Customer service

Education

Associates in Paralegal Studies

TIME certification

Tools

Word processing

Spreadsheet

Database applications

Job description

Dodge County Courthouse
210 W Center Street
Juneau, WI 53039, USA

Description

Status

Full Time, Non-Exempt

Starting Wage Range

$28.08/hr. - $30.94/hr.

Department

District Attorney

Dodge County offers a generous benefits package including:

• Paid Time Off (PTO) – available for use after 30 days of employment
• 10 observed paid holidays
• Health Savings Account (HSA) – with employer contributions - HRA
• Life insurance, Long-term disability, short-term disability and Flex spending
• Participation in the Wisconsin Retirement System (WRS) – an exceptional pension plan with employer match (upon vesting) and lifetime retirement payment.

ESSENTIAL FUNCTIONS

• Schedules and prepares cases for trials and court hearings, ensuring timely notice and adherence to legal requirements.
• Prepares legal documents for review by the department attorneys and files with Circuit courts, Appellate courts and administrative tribunals, including, but not limited to: legal briefs, stipulations, orders, summonses, complaints, petitions, affidavits, notices, and subpoenas as set forth by State statutes, Administrative Code or Federal Rules.
• Responds to public inquiries; communicates with elected officials, department heads, social workers, legal and medical professionals, law enforcement personnel, witnesses, and responds to inquires with general information as available.
• Organizes and manages case files; organizes pleadings, discovery, research and correspondence; prepares lists, exhibits, schedules and other information for legal proceedings.
• Maintains scheduling calendars and reminder system for appointments, meetings, legal proceedings and deadlines for department attorneys.
• Attends court hearings and trials to assist department attorneys with administrative functions.
• Updates legal resources with supplements and replacement pages.
• Sorts, indexes, and files correspondence, legal documents, memoranda, reports, minutes, etc.
• Establishes case files, creates files for trial, and contacts individuals for Court appearances, schedules hearings, trial dates and times.
• Communicates and schedules with the Courts, dates and times of Court hearings.
• Provides customer service to internal and external customers; greets, receives and screens visitors and customers; addresses and resolves customer questions as able and refers complex inquiries, requests, or complaints to appropriate staff.
• Sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail; retrieves, delivers, and sends faxes.
• Composes routine correspondence; proofreads and edits documents; enters, scans, updates, and maintains information in spreadsheets, databases, and reports.
• Maintains electronic and paper filing and record systems to provide easy access to records and information; provides retention of records as required.
• Updates and maintains department electronic and paper files, databases, records, plans, lists and other related documents.
• Performs records management duties to ensure statutory timelines are met for all cases.
• Maintains appropriate office supplies, materials and goods necessary for the operation of a law office.
• Provides assistance or back up support to other office personnel, as needed.
• Provides other administrative support for department attorneys, as requested.
• Arranges for transportation of court participants, including prisoners, when authorized under State, County and Court policies.
• Obtains, examines and securely files criminal histories and driving records.
• Performs TIME Agency Coordinator and Portal 100 Administrator roles, including certification of employees, contractors and visitors; audit preparation and execution; criminal history check compliance; distributes Crime Information Bureau security updates and newsletters; and ensures confidentiality and security procedures are followed throughout the District Attorney’s Office.
• Maintains PROTECT Administrator and PROTECT User Group statuses to coordinate changes with State DAIT and other District Attorney Offices to the case management system.
• Coordinates Special Prosecutor designations with other counties.
• Represents the District Attorney’s Office within the State Office Manager group to resolve administrative support challenges.
• Compiles Wisconsin Circuit Court Access reports to determine prior case status and resolution, as well as pending case status in other Wisconsin jurisdictions.
• Assembles responsive materials and tracks Wisconsin Court of Appeals requirements and filings.
• Other duties as assigned.

REQUIRED JOB COMPETENCIES

• Knowledge, skill, and ability to understand and use legal terminology, legal format, and processes.
• Knowledge of standard and legal office practices, procedures, and clerical techniques.
• Basic knowledge of Wisconsin Statutes with the ability to recognize statutory, procedural and format changes.
• Skill to take notes or dictation and accurately incorporate essential details in preparing legal documents.
• Ability and skill to prepare Court documents in a timely and accurate and error free manner.
• Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.
• Ability to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
• Ability to maintain accurate and legible notes.
• Ability to read and accurately interpret statutory language regarding administrative details of the legal process.
• Ability to establish and maintain accurate records of assigned activities and operations.
• Ability to understand and implement local court rules, local policies and procedures, written or oral instructions; general correspondence or directions.
• Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
• Ability to perform detailed work accurately and independently in compliance with stringent time limits requiring minimal direction and supervision.
• Ability to think quickly, maintain self-control, and adapt to stressful situations.
• Knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
• Knowledge of computer software including word processing, spreadsheet and database applications consistent for this position.
• Ability to perform mathematical calculations required of this position.
• Ability to communicate clearly, concisely, calmly and effectively in English in both written and verbal form.
• Skill in researching and understanding complex written materials.
• Ability to prepare and maintain accurate and concise records and reports.
• Ability to apply sound judgment and discretion in performing duties, resolving problems and interpreting policies and regulations.
• Ability to communicate detailed and often sensitive information effectively and concisely, both orally and in writing.
• Ability to handle sensitive interpersonal situations calmly and tactfully.
• Ability to maintain professionalism at all times.
• Ability to maintain effective working relationships with individuals within and outside the organization.
• Ability to maintain confidentiality and discretion regarding confidential and sensitive files, reports, materials and conversations, in compliance with applicable State and Federal statutes and regulations.

PHYSICAL AND WORK ENVIRONMENT

• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
• Hearing is required to perceive information at normal spoken word levels.
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
• Work is generally in a moderately noisy office setting.
• May require dealing with individuals who are hostile or aggressive, posing threatening conditions.

Dodge County is an Equal Opportunity Employer. Qualified applicants will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

If you are a job seeker with a disability and require a reasonable accommodation to apply for one of our jobs, you will find the contact information to request the appropriate accommodation by visiting the following page: Accessibility Accommodation for Applicants

Qualifications

Education

Required

Associates or better in Paralegal Studies or related field.

Experience

Required

Obtain TIME certification

Must successfully pass criminal background check.

Associates degree in a paralegal, criminal justice, or closely related field with four (4) years work experience in a law office or legal setting. Equivalent combination of education and experience which provides necessary knowledge, skills, and abilities may be considered.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.