Legal Office Assistant I​/II - Probation Department

overview

legal office assistant i/ii – probation department

candidates should excel in a fast-paced, high-volume environment; have the ability to multi-task and prioritize workload according to importance and deadlines; be detail oriented to allow for a high level of accuracy for data input; and work well in a team setting.

• process a variety of legal documents following sworn department staff and/or law enforcement instructions.
• collect information from a variety of sources pertinent to the area of assignment; compiles data as necessary for entry into case management and legal/law enforcement databases.
• receive and screen visitors and telephone calls requiring the use of judgement and interpretation of policies and procedures.

this position is located in eureka.

the typical schedule is monday - friday, 7:30 am - 4:30 pm, with a 1-hour lunch or 8:00 am - 4:30 pm, with a 30-minute lunch.

the successful candidate for this position will be required to undergo a detailed background investigation.

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.

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…