Legal Office Assistant I​/II - Sheriff's Office

legal office assistant i/ii - sheriff's office

definition

under general supervision, provides a variety of routine to difficult legal office support to various county offices, which is often confidential and may include receptionist duties, document processing, typing, word processing, computer entry, recordkeeping and filing; performs related work as assigned.

distinguishing characteristics

legal office assistant i is the entry level class of this legal office support series. Initially under close supervision, incumbents learn general and legal office and county procedures. As experience is gained, there is greater independence of action within established guidelines. This class is alternately staffed with legal office assistant ii and incumbents may advance to the higher level after gaining experience and demonstrating proficiency which meet the qualifications of the higher level class.

• reads and processes various legal documents such as court calendars, court orders, booking slips, probation reports, criminal records, petitions, proofs of service, garnishments, arrest warrants and other legal information for maintaining records.
• verifies, codes, edits, enters and retrieves legal data and prepares reports from an on-line or personal computer system following established formats; may access confidential statewide data files.
• reviews legal documents, arrest or incident records, probation reports, files and cases to identify inaccurate, inconsistent and unclear codes, data and other information; notifies appropriate staff and may participate in resolving problem situations; checks court and legal documents for proper authorization and obtains missing signatures; refers documents to the proper superior court judge; issues marriage licenses, fictitious business name statements and other documents.
• compiles data from multiple sources to complete and process legal forms, documents and reports in accordance with established procedures.
• types correspondence, reports, forms and specialized documents related to the functions of the organizational unit to which assigned from drafts, notes, dictated tapes, or brief instructions, using a typewriter or word processor; may compose standard correspondence from brief instructions; may enter and retrieve information from an on-line computer system.
• proofreads and checks typed and other materials for accuracy, completeness, compliance with departmental policies, and correct english usage, including grammar, punctuation, and spelling.
• establishes and maintains office and case files; researches and compiles information from such files; closes and purges files according to established procedures.
• receives and screens visitors and telephone calls and takes messages, often in difficult or emergency circumstances; provides information regarding county or unit activities and functions to clients, the public and other staff which may require the use of tact and discretion or the interpretation of policies, procedures or guidelines; maintains confidentiality of information.
• operates standard office equipment, including word processors, facsimile equipment and central telephones.
• may perform general office support activities such as opening and distributing mail, processing outgoing mail, receiving and processing fees, fines or other monies, and ordering office supplies.

note: the level and scope of the knowledge and skills listed below are related to job duties as defined under distinguishing characteristics.

knowledge of:

• legal documents, forms and terminology.
• policies and procedures related to the department to which assigned.
• business data processing principles and the use of word processing or personal computing equipment.
• business letter writing and the standard format for typed materials.
• office practices and procedures, including filing and the operation of standard office equipment.
• record keeping principles and practices.
• correct english usage, including spelling, grammar and punctuation.
• business arithmetic, including percentages and decimals, and basic bookkeeping practices.

skill in:

• reading and understanding legal and court documents and extracting relevant information.
• performing detailed legal office support work accurately.
• composing routine correspondence from brief instructions.
• operating standard office equipment, including a word processor and computer terminal.
• using initiative and sound independent judgment within established guidelines.
• prioritizing work and coordinating several activities.
• dealing tactfully and effectively with a variety of individuals, some of whom may be hostile or irate and/or from varying ethnic and socio-economic backgrounds.
• organizing and maintaining accurate files and records.
• making accurate arithmetic calculations.
• understanding and carrying out oral and written directions.

other requirements:

specified positions may require skill in typing accurately at a rate sufficient to produce final documents and enter information into a computer system.

specified positions may…