Administrative Assistant/Paralegal

Job Summary

Individual is responsible for providing administrative support to the Knox County Public Defender’s Office staff. The Public Defender’s Office is dedicated to providing legal representation to those in need.

Essential Functions:

• Prepare or assist in preparing briefs and other pleadings for cases for filing in courts.
• Transcribe, format, type and proof documents requiring use of legal terminology.
• Proofread final written material for completeness and accuracy.
• Compile and produce materials for briefs according to various court rules.
• File legal documents electronically and/or manually in federal, state, and local courts.
• Conduct research using legal research tools, computer applications, and online databases.
• Monitor and maintain several Excel spreadsheets containing deadlines; local rules of courts’ filing requirements; and confidential attorney credentials.
• Prepare legal correspondence from attorneys to prosecutors, courts, court personnel, defense attorneys, and clients
• Schedule telephone calls, visits and videoconferences to various institutions and prisons.
• Act as liaison between attorneys, courts and Department of Rehabilitation and Correction institutions.
• Screen calls and visitors for attorneys and other personnel and convey messages.
• Assist in maintaining office computer case management/docketing system (e.g., enter data into computer, use docketing program to print and produce reports).
• Maintain calendar of appointments for attorneys and keeps staff abreast of hearings and court filing deadlines.
• Scan, sort, and distribute incoming mail and prepare outgoing mail.
• Attend team and department meetings and contribute to initiatives and projects.
• Provides culturally competent service to all clients, the public and colleagues.
• Regular and dependable attendance.
• Ability to get along with others.

Job Standards:

At least two (2) years of legal experience, preferably in public sector setting. Preference of paralegal certificate or equivalent licensure. Two (2) years’ related work experience, preferably in a local governmental office. Notary Public or willing to obtain within a year of employment.

Must possess a valid driver’s license and have an acceptable driving record. Must meet and maintain qualifications for driving on county business as a continued condition of employment.

All required licenses and certificates must be maintained as a condition of continued employment.

Supplemental Information:

NON-ESSENTIAL JOB FUNCTIONS:

• Performs related non-essential functions as needed.

I. JOB REQUIREMENTS

Equipment:

Ability to operate normal office equipment such as computer, copier, fax machine, telephone, calculator, paper shredder, motor vehicle, and other equipment necessary to perform duties. Good understanding of and ability to use Microsoft Office (Word, Excel, Outlook, and Power Point) and Internet (Explorer and Chrome).

Critical Skills/Expertise:

• Knowledge of the Knox County government structure, operations, functions, practices, procedures, and legal processes.
• Demonstrates integrity and reliability, and ability to maintain confidentiality.
• Ability to communicate effectively both orally and in writing.
• Knowledge of the Ohio Revised Code, criminal case law, and criminal procedure.
• General knowledge of the legal system to include Ohio Civil Statutes and court process/procedure.
• Ability to deal with many variables, define and solve problems, collect, analyze, and interpret data, establish facts, and determine specific action, evaluate and improve process and/or program efficiency/effectiveness.
• Ability to work with clients who may be upset, distraught, irate, emotionally, or mentally or otherwise unable to function within reasonable range of constructive behaviors.
• Ability to work independently as well as work as part of a coordinated team of professionals, under pressure, and to set and achieve goals.
• Ability to organize and maintain large volumes of information and paperwork.
• Ability to interpret and implement policies, procedures, and governmental codes.
• Superior interpersonal skills, and aptitude for developing and maintaining effective working relationships through teamwork and cooperation with supervisors, employees, and the general public.
• II. DIFFICULTY OF WORK
• Work consisting of complex, varied, standardized and non-standardized tasks requiring application of numerous laws, rules, regulations, policies, and procedures. Individual must be able to professionally address and work with potentially irate customers.
• III. RESPONSIBILITY

Individual must demonstrate multi-tasking and organizational skills. Individual must adhere to departmental rules and procedures regarding confidentiality due to the nature of information that is accessed. Individual makes choices or decisions without supervisory input on most daily activities, such as establishing priorities or making referrals to other agencies. Supervisor does provide general guidance, but allows the individual the ability to plan the procedures and methods to accomplish objectives. Individual must perform as a team player. Errors in work may cause inaccuracies in reports, records, or technical data resulting in inaccurate or incomplete information.

IV. PERSONAL WORK RELATIONSHIPS
Contact is with co-workers, employees from public and private sector organizations and the public. The purpose of these contacts is to guide and direct, check on progress of work assigned, coordinating services, and job development/referrals, make recommendations and handle questions about department, programs, and client concerns.

V. PHYSICAL EFFORT AND WORK ENVIRONMENT
Physical Requirements: Individual performs light work, which may require lifting up to fifteen (15) pounds occasionally.
Physical Activity:Individual performs the following physical activities: Standing, sitting, walking, manual dexterity, grasping, talking, and listening.
Visual Activity: Individual performs work where the seeing job is close to the eyes.
Job Location: The minimum work conditions for the position indicate that the individual is exposed to both inside and outside.

Pay: From $20.00 per hour

Work Location: In person