Legal Assistant III (Public Defender)

Job Description

Under the supervision of the Office Coordinator, provides a wide variety of coordination activities, both technical and administrative to assist the office/attorneys by performing a variety of administrative duties including managing documents for case files within the Public Defender's Office, drafting legal correspondence, drafting pleadings, handling incoming/outgoing phone communications, greeting clients and visitors and communication with attorneys, clients, court and law enforcement personnel. Activities are varied and complex, often performed under limited supervision, and requires creativity and independent judgment.

This is a full-time, benefited position working out of the James Street Complex located at 12185 James Street, Holland, MI 49424 and may also assist at the Office’s Grand Haven location from time to time as needed. 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:

• Evaluates complex and diverse information to determine appropriate course of action and required documentation, considering court deadlines and applicable court or 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. Assignments may include 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 case related concerns regarding departmental procedures, schedules, case information and related issues. Requires discretion to adhere to confidentiality restrictions.
• Schedules hearings, prepares court notices, prepares legal pleadings, files and documents within time parameters. Issues and tracks subpoenas as needed.
• Manages calendar for assigned court and prepares documentation for attorneys. Assists attorneys in preparation for all court sessions including arraignments, motions, hearings, pleas and trials.
• Reviews files upon attorneys' return from court and assists attorneys to prepare necessary case follow-up to ensure accurate and timely processing of case components.
• Determines necessary documents and procedures to accurately prepare case files for all court appearances. Includes communication and coordination of information and schedules with other County departments. May include making recommendations for procedure improvements.
• Processes and follows case/file closure and archival procedures.
• Performs complex clerical and administrative tasks unique to the department.
• Transcribes and proofreads legal documents.
• May assign and review work of clerical staff and assist in their training.
• Performs other related functions as assigned.

Required Education, Training and Experience

High School diploma required. Associates or Bachelor's Degree in related area preferred. A minimum of four (4) years' experience in a criminal law firm or similar legal setting required. Must be skilled in the use of MS Office (includes Word, Excel and Power Point).

Additional Requirements and Information

Required Knowledge and Skills:

• Thorough working knowledge of court administrative procedures and practices.
• Thorough working knowledge of legal terminology, documents, style and procedures.
• Type 50 wpm with high rate of accuracy.
• Thorough working knowledge of document imaging protocols and practices.
• Thorough working knowledge of privacy requirements related to court records.
• Computer literacy including a good working knowledge of word processing, spreadsheet and database management applications.
• Excellent verbal and written communications skills.
• Excellent interpersonal and human relations skills.
• Excellent time management skills and organizational skills.
• Ability to effectively prioritize and meet deadlines.
• Excellent research and organizational skills.
• Ability to interact positively and professionally with judges, attorneys, prosecutors, law enforcement officers, employees, people who have been charged with a crime(s), other parties to litigation and members of the general public with widely divergent socio-economic and cultural backgrounds and varying levels of communication skills.
• English/Spanish bilingual communication ability is preferred.

Job Description

Under the supervision of the Office Coordinator, provides a wide variety of coordination activities, both technical and administrative to assist the office/attorneys by performing a variety of administrative duties including managing documents for case files within the Public Defender's Office, drafting legal correspondence, drafting pleadings, handling incoming/outgoing phone communications, greeting clients and visitors and communication with attorneys, clients, court and law enforcement personnel. Activities are varied and complex, often performed under limited supervision, and requires creativity and independent judgment.

This is a full-time, benefited position working out of the James Street Complex located at 12185 James Street, Holland, MI 49424 and may also assist at the Office’s Grand Haven location from time to time as needed. 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:

• Evaluates complex and diverse information to determine appropriate course of action and required documentation, considering court deadlines and applicable court or 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. Assignments may include 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 case related concerns regarding departmental procedures, schedules, case information and related issues. Requires discretion to adhere to confidentiality restrictions.
• Schedules hearings, prepares court notices, prepares legal pleadings, files and documents within time parameters. Issues and tracks subpoenas as needed.
• Manages calendar for assigned court and prepares documentation for attorneys. Assists attorneys in preparation for all court sessions including arraignments, motions, hearings, pleas and trials.
• Reviews files upon attorneys' return from court and assists attorneys to prepare necessary case follow-up to ensure accurate and timely processing of case components.
• Determines necessary documents and procedures to accurately prepare case files for all court appearances. Includes communication and coordination of information and schedules with other County departments. May include making recommendations for procedure improvements.
• Processes and follows case/file closure and archival procedures.
• Performs complex clerical and administrative tasks unique to the department.
• Transcribes and proofreads legal documents.
• May assign and review work of clerical staff and assist in their training.
• Performs other related functions as assigned.

Required Education, Training and Experience

High School diploma required. Associates or Bachelor's Degree in related area preferred. A minimum of four (4) years' experience in a criminal law firm or similar legal setting required. Must be skilled in the use of MS Office (includes Word, Excel and Power Point).

Additional Requirements and Information

Required Knowledge and Skills:

• Thorough working knowledge of court administrative procedures and practices.
• Thorough working knowledge of legal terminology, documents, style and procedures.
• Type 50 wpm with high rate of accuracy.
• Thorough working knowledge of document imaging protocols and practices.
• Thorough working knowledge of privacy requirements related to court records.
• Computer literacy including a good working knowledge of word processing, spreadsheet and database management applications.
• Excellent verbal and written communications skills.
• Excellent interpersonal and human relations skills.
• Excellent time management skills and organizational skills.
• Ability to effectively prioritize and meet deadlines.
• Excellent research and organizational skills.
• Ability to interact positively and professionally with judges, attorneys, prosecutors, law enforcement officers, employees, people who have been charged with a crime(s), other parties to litigation and members of the general public with widely divergent socio-economic and cultural backgrounds and varying levels of communication skills.
• English/Spanish bilingual communication ability is preferred.

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.