Legal Assistant II

Job Description

Under the supervision of the Office Manager, provides a wide variety of coordination activities, both technical and administrative, to assist attorneys. Manages documents for case files within the Prosecutor's Office. Activities are varied and complex, often performed under limited supervision, and require creativity and independent judgment. Position may include combined assignment to the Criminal Division of the District Court, or Criminal, Juvenile or Family Divisions of the Circuit Court.

This is a full-time, benefited position working out of the 58th District Court building located at 85 W. 8th Street, Holland, MI 49423. Typical working hours are Monday-Friday, 8:00 a.m. to 5:00 p.m.

Essential Job Functions

The essential functions of this position include, but are not limited to, the following:

• Opens new files, evaluates complex and diverse information to determine appropriate course of action and required documentation based on court deadlines and applicable law enforcement procedures. Handles document preparation, executes follow-up and fact gathering using analysis, solid judgment, initiative, critical thinking, and experience to complement existing data to perform the file management function of the case. Assignments occasionally may include some tasks involving difficult and high profile cases.
• Enters and updates case data using multiple computer systems utilized to manage case records, generate documents and reports, and track files. Uses document management software to manage cases via imaged documents, creates e-forms, and processes case work within department and with other county agencies using workflows.
• Responds appropriately to callers and walk-ins addressing questions and concerns of attorneys, parties, court personnel, law enforcement personnel, victims, families, witnesses and others regarding departmental procedures, schedules, case information and related issues. Requires discretion to adhere to disclosure and confidentiality restrictions.
• Schedules hearings, prepares notices, proofs, files and documents within legal time parameters. Issues subpoenas as needed.
• Manages calendar for assigned court and prepares documentation for attorneys. Includes preparing for weekly and unscheduled court sessions including motions, hearings, arraignments, trials and pleas.
• Reviews files upon return from court and assists attorneys to prepare necessary case follow-up to ensure accurate and timely processing of case components.
• Processes and follows case/file closure and archival procedures.
• Performs complex clerical and administrative tasks unique to the department.
• Helps support an equitable, safe, diverse and inclusive workplace.
• May assign and review work of clerical staff and assist in their training.
• Other duties as assigned.

Possible Additional Assignments:

• Performs a variety of other support tasks which may include maintaining and updating resource materials in the law library, ordering and maintaining office supplies and forms, making travel and lodging arrangements, organizing and distributing mail and related tasks.
• Backs up Office Manager in payroll processing, attendance monitoring and department calendar management; processing and tracking department financial transactions, and maintaining and training on unique department hardware and software.
• Represents department at various meetings and participates on committees or work groups.
• Maintains department equipment, orders supplies, requests/schedules repairs and recommends replacement as needed.
• Acts as T.A.C. (Terminal Agency Coordinator) for department LEIN operation. Includes training and testing for certification, updating staff on LEIN policy and procedure changes, and coordinates hardware and software updates with State, County and Central Dispatch.
• Manages tracking and reporting of electronic fingerprint data. Includes verification of fingerprint submission, electronic transfer, LEIN checks and software maintenance. Acts as liaison between department, courts, law enforcement agencies and State.
• Manages various reporting processes for department. May include Alcohol Cost Recovery Report, School Safety, and Gun Board.
• Manages Subpoena By Mail Program. Includes producing and tracking mailer subpoenas for Circuit Court appearances, updates witness information in department databases, tracks service and monitors Business Reply Mail deposit account.

Required Education, Training and Experience

High school diploma required. Associate's or Bachelor's degree in related area preferred. A minimum of two years experience in a criminal justice system or similar legal setting. Must be skilled in the use of MS Word, MS Excel, LEIN, OnBase, Opus and PAAM case management software. Previous experience at the Legal Assistant I level preferred.

Licenses and Certifications:
LEIN certified preferred.

Additional Requirements and Information

Required Knowledge and Skills:

• Good working knowledge of court administrative procedures and practices.
• Good working knowledge of legal terminology, documents, style and procedures.
• Fast and accurate keyboarding skills.
• Good working knowledge of document imaging protocols and practices.
• Working knowledge of privacy requirements related to court records.
• Computer literacy including a good working knowledge of word processing, spreadsheet and database management applications.
• Good verbal and written communications skills.
• Excellent interpersonal and human relations skills.
• Excellent time management skills and organizational skills.
• Ability to interact positively and professionally with judges, attorneys, prosecutors, law enforcement officers, employees, felony offenders, other parties to litigation and members of the general public with widely divergent socio-economic and cultural backgrounds and varying levels of communication skills.

Job Description

Under the supervision of the Office Manager, provides a wide variety of coordination activities, both technical and administrative, to assist attorneys. Manages documents for case files within the Prosecutor's Office. Activities are varied and complex, often performed under limited supervision, and require creativity and independent judgment. Position may include combined assignment to the Criminal Division of the District Court, or Criminal, Juvenile or Family Divisions of the Circuit Court.

This is a full-time, benefited position working out of the 58th District Court building located at 85 W. 8th Street, Holland, MI 49423. Typical working hours are Monday-Friday, 8:00 a.m. to 5:00 p.m.

Essential Job Functions

The essential functions of this position include, but are not limited to, the following:

• Opens new files, evaluates complex and diverse information to determine appropriate course of action and required documentation based on court deadlines and applicable law enforcement procedures. Handles document preparation, executes follow-up and fact gathering using analysis, solid judgment, initiative, critical thinking, and experience to complement existing data to perform the file management function of the case. Assignments occasionally may include some tasks involving difficult and high profile cases.
• Enters and updates case data using multiple computer systems utilized to manage case records, generate documents and reports, and track files. Uses document management software to manage cases via imaged documents, creates e-forms, and processes case work within department and with other county agencies using workflows.
• Responds appropriately to callers and walk-ins addressing questions and concerns of attorneys, parties, court personnel, law enforcement personnel, victims, families, witnesses and others regarding departmental procedures, schedules, case information and related issues. Requires discretion to adhere to disclosure and confidentiality restrictions.
• Schedules hearings, prepares notices, proofs, files and documents within legal time parameters. Issues subpoenas as needed.
• Manages calendar for assigned court and prepares documentation for attorneys. Includes preparing for weekly and unscheduled court sessions including motions, hearings, arraignments, trials and pleas.
• Reviews files upon return from court and assists attorneys to prepare necessary case follow-up to ensure accurate and timely processing of case components.
• Processes and follows case/file closure and archival procedures.
• Performs complex clerical and administrative tasks unique to the department.
• Helps support an equitable, safe, diverse and inclusive workplace.
• May assign and review work of clerical staff and assist in their training.
• Other duties as assigned.

Possible Additional Assignments:

• Performs a variety of other support tasks which may include maintaining and updating resource materials in the law library, ordering and maintaining office supplies and forms, making travel and lodging arrangements, organizing and distributing mail and related tasks.
• Backs up Office Manager in payroll processing, attendance monitoring and department calendar management; processing and tracking department financial transactions, and maintaining and training on unique department hardware and software.
• Represents department at various meetings and participates on committees or work groups.
• Maintains department equipment, orders supplies, requests/schedules repairs and recommends replacement as needed.
• Acts as T.A.C. (Terminal Agency Coordinator) for department LEIN operation. Includes training and testing for certification, updating staff on LEIN policy and procedure changes, and coordinates hardware and software updates with State, County and Central Dispatch.
• Manages tracking and reporting of electronic fingerprint data. Includes verification of fingerprint submission, electronic transfer, LEIN checks and software maintenance. Acts as liaison between department, courts, law enforcement agencies and State.
• Manages various reporting processes for department. May include Alcohol Cost Recovery Report, School Safety, and Gun Board.
• Manages Subpoena By Mail Program. Includes producing and tracking mailer subpoenas for Circuit Court appearances, updates witness information in department databases, tracks service and monitors Business Reply Mail deposit account.

Required Education, Training and Experience

High school diploma required. Associate's or Bachelor's degree in related area preferred. A minimum of two years experience in a criminal justice system or similar legal setting. Must be skilled in the use of MS Word, MS Excel, LEIN, OnBase, Opus and PAAM case management software. Previous experience at the Legal Assistant I level preferred.

Licenses and Certifications:
LEIN certified preferred.

Additional Requirements and Information

Required Knowledge and Skills:

• Good working knowledge of court administrative procedures and practices.
• Good working knowledge of legal terminology, documents, style and procedures.
• Fast and accurate keyboarding skills.
• Good working knowledge of document imaging protocols and practices.
• Working knowledge of privacy requirements related to court records.
• Computer literacy including a good working knowledge of word processing, spreadsheet and database management applications.
• Good verbal and written communications skills.
• Excellent interpersonal and human relations skills.
• Excellent time management skills and organizational skills.
• Ability to interact positively and professionally with judges, attorneys, prosecutors, law enforcement officers, employees, felony offenders, other parties to litigation and members of the general public with widely divergent socio-economic and cultural backgrounds and varying levels of communication skills.

This position is benefited and is subject to the Group T manual.

Ottawa County offers a wide range of benefits to support you in your career. View the Benefits Summary for more information.

The current Group T manual can be viewed here. The Ottawa County Universal Wage Scale can be found here.

**Part-time benefitted positions will recieve prorated benefits.